What are the responsibilities and job description for the Trust Account Administrator and Team Coordinator position at Heritage Trust Company of New Mexico?
JOB SUMMARY:
The Trust Account Administrator (TAA) reports directly to the President for trust operations and the Chief Executive Officer and the Trust Accountant for corporate operations. The Trust Account Administrator assists the Trust Officers in the administration of all client accounts. In addition, the Trust Account Administrator provides support to the Heritage Family Office (HFO) Manager.
ESSENTIAL DUTIES:
1. Complies with the Policy Manual & Procedures Manuals in all material respects.
2. Maintains and keeps up-to-date the Procedures Manual and works with other staff members to ensure the integrity of changes to the Procedures Manual.
3. Assists the Trust Officers with all account openings, including preparation of all account opening documentation and account/trust synopsis, opening account in MAUI and related systems.
4. Assists the Trust Officers with new accounts to ensure all required documentation is complete and organized in the hard files and the paperless system.
5. Assists the Trust Officers with all account closings ensuring all final tasks have been completed and accounts are closed across all systems.
6. Serves as Trust Administrator for client accounts, as assigned, including interactions verbally and in written form with grantors/settlors, beneficiaries, remaindermen, custodians, investment advisors, banks, and prior trustees, to ensure requirements are met.
7. Works with HFO Manager with client bookkeeping, including accounts payable and accounts receivable.
8. Assists the Trust Officers with Annual Account Reviews for assigned accounts.
9. Assists the Trust Officers to provide property management for trust accounts with Taos real estate, as needed.
10. Assists the Compliance Coordinator with the preparation all documentation required for the Special Procedures Audit and the annual Examination by the New Mexico Financial Institutions Division.
11. Assists the Compliance Coordinator with the annual Internal Compliance Review.
12. Ensures that all required new account documentation is complete and organized in the hard files and the paperless system.
13. Assists the CEO in identifying, communicating with and managing all Leads, Prospects and new Clients.
14. Manages the entry of all information regarding Leads, Prospects and Clients in Practice Management and reports to the President/ CEO on a bi-weekly basis.
15. Manages Will Files, including welcoming new Will File clients, preparing and distributing the annual Will File letter, and maintaining documents in hard files and in the Will File Spreadsheet.
16. Serves as Team Coordinator, and Office Manager for the Taos office, and ensures other offices have necessary supplies.
17. Takes on special projects, as assigned from time to time.
18. Attends trainings and meetings as directed by the CEO and/or President.
19. Undertakes additional duties assigned by the CEO, President, Trust Accountant, and Trust Officers from time to time.
QUALIFICATIONS:
1. Bachelor’s Degree in Business Administration or related field or at least five years of relevant experience.
2. Paralegal certification strongly desired.
3. Excellent client relationship building skills. Friendly, approachable and responsive.
4. A sincere interest in business or finance and at least two years’ experience in a related field.
5. Solid experience in technical writing and the preparation and drafting of customer account documentation.
6. A solid understanding of Infovisa (or other principal and income reporting program used by Heritage Trust), Microsoft Office, especially Word and Excel, QuickBooks, database programs, Internet and email programs.
7. Strong computer skills and an ability to quickly learn new software programs.
8. Outstanding communication skills, both verbal and written.
9. Strong organizational aptitude and ability to meet strict deadlines.
10. Strong attention to details and accuracy.
11. Ability to maintain confidentiality, problem solve, schedule and prioritize tasks, and a passionate desire to learn.
12. Intelligent, motivated, career-oriented, and energetic self-starter.
13. Team player with strong collaboration skills, and willing to take on tasks as needed.
BENEFITS:
- 401(k)
- 401(k) matching
- Qualified Small Employer Health Reimbursement Account (QSEHRA Plan) for medical, dental and vision.
- Supplemental products from Colonial Life Insurance Company
- Paid Vacation
- Paid Holidays (8)
Job Type: Full-time
Pay: $22.00 - $27.00 per hour
Expected hours: 40 per week
Schedule:
- Monday to Friday
Work Location: In person
Salary : $22 - $27