Trust Operations Specialist / Admin in Oaks, PA

Role: Trust Operations Specialist / Admin

Location: Oaks, PA (2 days onsite in a week)

Duration: 12+ months

Key Responsibilities

Operational Delivery

• Execute day‑to‑day trust‑administration tasks including documentation management, account maintenance, cash processing, reconciliation, and asset administration.
• Support distribution‑processing workflows (request intake, trust‑term validation, documentation review, discretionary routing, and payment coordination).
• Support custody‑oversight tasks including titling checks, asset onboarding, break/exceptions management, and corporate‑actions review.
• Assist tax‑season workflows such as gathering tax documents, coordinating preparers, tracking deadlines, and communicating beneficiary tax materials.
• Manage client/beneficiary interactions, service requests, call notes, complaints, and document routing.

Transition & Knowledge Transfer

• Participate in scoping and due‑diligence processes for new outsourcing engagements.
• Conduct process walkthroughs with client Trust Officers and capture SOPs required for transition..

Quality, Controls & Risk Management

• Maintain operational governance artifacts including Risk Registers, SOPs, and control documentation.
• Support risk‑based reviews, sample testing, and oversight of high‑risk transaction types.
• Participate in FMEA exercises, monthly health checks, and quarterly knowledge assessments.
• Monitor and report on SLA/KPI performance, issues, and risk events.

Continuous Improvement & Automation

• Identify operational inefficiencies and support process redesign, value‑stream mapping, and elimination of non‑value‑added steps.
• Partner with automation and technology teams to implement BOT‑enabled automation, workflow improvements, and macro‑based utilities.
• Contribute to measurable reductions in manual effort and improvements in accuracy, turnaround time, and risk reduction.

Client Engagement & Reporting

• Provide regular reporting on operational performance, SLA dashboards, incidents, and trend analysis.
• Contribute to client meetings, deep‑dive sessions, and scope definition discussions.
• Support development and refinement of Statements of Work (SOWs).
• Serve as a knowledgeable and professional point of contact for client operations leaders.

Qualifications

Required

• 5+ years of experience in trust operations, wealth management operations, fiduciary administration, or related banking operations.