Office Administration Specialist What do you believe? At Fiduciary Partners Trust Company, we believe collaboration, mutual respect, teamwork and integrity are the foundation of everything we do. We are an independent trust services company that collaborates with financial advisors, attorneys and their clients. With more than 300 years of collective experience, our team provides clients, their families and professional advisors with exemplary customer service and peace of mind that comes from working with experts in trust administration and trust and estate settlement. At Fiduciary Partners, our partnerships begin with our internal team and we continually strive to provide our employees with the knowledge, mentoring and training needed to succeed and grow within our company. Here you will find team members committed to working together to serve and support each other, our clients and our community. Position Overview The Office Administration Specialist-Receptionist is an essential member of the administration team directly serving our clients, and internal team members. Superior customer service, attention to detail, and organization are necessary talents. This position is ideal for a candidate with experience supporting a professional office environment. Experience in trust management, accounting, banking, investments, financial planning/services, or law office would be beneficial. As an Office Administration Specialist, you will: Answer incoming phone calls and direct calls to appropriate parties, taking messages as required. Greet and assist clients/advisors visiting the office. Manage all incoming and outgoing mail and deliveries as appropriate. Maintain postage meter machine including cleaning, adding funds and troubleshoot issues. Transport of outgoing mail to appropriate places should couriers not be available (Fed-Ex, UPS, Post Office) to ensure same day delivery. Assist with the office supply ordering, coordination of meetings, catering, and making reservations. Assist with marketing presentation finalization and Prophet CRM software system, including data entry & maintenance. Take final responsibility for office upkeep (keep lobby, conference rooms & kitchen area neat, etc.) and help with common area issues. Process recurring bill payments in accordance with established procedures. Review invoices for accuracy, completeness, and proper account allocation. Enter and update billing information within accounting systems. Scan, upload, and index documents (invoices, statements, legal documents) into electronic filing systems and update market values. Attach supporting documentation to bill payment records. Route transactions for approval and track status. Coordinate with Trust Officers, Specialists, and Operations as needed. Assist with back-scanning, document cleanup, and general account maintenance. Potential for assisting other offices with bill pay, statement scanning, and market value updates when workload allows. Other office duties as assigned by supervisor, including overflow work from others in the office as approved and assigned by supervisor. Along with a passion for customer service, an ideal candidate will have: Associate's degree in accounting, finance, or business-related field (or equivalent years of experience). Experience with trust administration and trust accounting systems, or strong equivalent experience in other related financial fields. Excellent communication, professionalism, and people skills. High attention to detail, ability to effectively prioritize and multi-task, with good organizational skills. Experience in high compliance environments, with confidential information. High level of proficiency and practical work experience in Microsoft Office including, but not limited to: Word, Excel, Outlook, Publisher, PowerPoint. Familiarity with electronic document filing software. Ability to navigate within a highly regulated, technology-based environment efficiently and effectively. Ability to quickly learn and adapt to new technology and software while maintaining an extremely high level of accuracy. Strong self-motivation and critical thinking skills Education and Experience Requirements High School Diploma (required) Post-secondary education (preferred) Minimum of 3 years of general office experience in a professional environment (required) Minimum of 2 years of previous receptionist/first point of contact experience (required) Minimum of 2 years of experience in a banking, accounting, investment, law office, or other financial service-related environment (preferred) Physical Demands Ability to move freely (standing, stooping, walking, bending, pushing, and pulling) and lift up to a maximum of twenty-five (25) pounds without assistance Frequent sitting with movement throughout office space Frequent use of keyboard and mouse with repetitive motion of hands, wrists, fingers, and elbows Frequent use of phones with the need to hold phone to ear. Availability exists to use speaker phone feature when needed Use of computers throughout the workday Work Environment Climate-Controlled office. Occasional travel is required via car with overnight stays in hotels

Location:

Brookfield Job Type:

Full-time Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Paid time off Vision insurance

Experience:

Banking, Legal, Financial Services Office:

3 years (Required)

Work Location:

In person