Trust Operations Specialist

Greenleaf Trust - Kalamazoo, MI

Full-time

Kalamazoo, MI

Funds, Trusts, and Other Financial Vehicles

About the position

As a Trust Operations Specialist, you will play a crucial role in the establishment and maintenance of trust accounts. Your primary responsibilities will include opening new accounts by creating necessary agreements and documentation, as well as entering account information into the trust administration system. You will ensure that all accounts are accurately maintained, which includes updating address information, allocation changes, and beneficiary modifications in compliance with company policies and regulatory requirements at both state and federal levels. In addition to account opening and maintenance, you will be responsible for completing asset reviews and managing the receipt process to verify which assets can be held and transferred. This will involve tracking account transfer timelines and ensuring that all transactions are processed efficiently. You will import, review, process, and post external account free receipts and deliveries, ensuring that client requests are fulfilled in a timely manner. Internal account transfers will also be part of your duties, requiring you to respond promptly to client team requests for transaction updates and any related inquiries. Your role will also encompass the management of cash transactions, including checks, wires, and ACH transfers, where you will share responsibility for all cash movements for clients. Meeting intra-day deadlines for specific postings is essential, as is maintaining digital account files by ensuring that all related paperwork is filed according to established guidelines. You will participate in designated work groups and projects as assigned, contributing to the overall efficiency and effectiveness of the trust operations team. Other duties may be assigned as necessary, reflecting the dynamic nature of the role.

Responsibilities

• Establish new accounts by creating agreements and related documentation and entering account information in the trust administration system.
• Accurately maintain accounts, including address, allocation, or beneficiary changes in accordance with company, state, and federal regulatory requirements.
• Complete asset review and receipt process to verify assets that can be held and transferred in kind and to track account transfer timelines.
• Import, review, process and post external account free receipts and free deliveries ensuring timely response in fulfillment of client requests.
• Review, process and post internal account transfers ensuring timely response in fulfillment of client requests.
• Import and process cash transactions via checks, wires, and ACH ensuring timely response in fulfillment of client requests.
• Shared responsibility of all cash movement for clients including ACH, Wire and Check transactions.
• Meeting intra-day deadlines for specific postings.
• Responding timely to Client Team requests for transaction updates, questions, concerns etc.
• Maintain digital account files by ensuring all related paperwork, including auditing items, is filed timely following the established filing guidelines.
• Participation in designated work groups/strike force teams and projects as assigned.
• All other duties as assigned.

Requirements

• Bachelor's Degree and a minimum of 1 year of Operations experience in a financial services environment with some Trust Operations experience preferred, or equivalent education and experience.
• Skilled in Microsoft Office Suite including Word, Outlook, Excel.
• Familiarity with trust accounting software desired.
• Strong written and verbal communication skills.
• Utilizes proven methods of organization and time management.
• Strives for 100% accuracy with utmost attention to detail.
• Thrives in fast-paced environment.
• Highly effective in team environment.