Client Service Associate & Experience Coordinator

Pitcairn’s innovative Shared Single-Family Office™ model provides unparalleled service to wealthy families and other family offices. Since the firm’s founding in 1923, Pitcairn has helped ultra-high- net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth. We understand multigenerational family wealth in a way that few other wealth advisory firms do. Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services, as well as family education and family governance support.

PRIMARY FUNCTION:

The Client Service Associate serves as the point of contact for client relationships designated by our internal Family Office Client Groups. The Client Service Associate plays a key role in onboarding, maintaining, and enhancing relationships to ensure each receives a personalized, customized Pitcairn experience.

The Client Service Associate manages the disbursement of funds, coordinates the account structure and operational features, acts as a liaison to the custodian, our internal Operations, IT, and Tax departments, and corresponds with external advisors. The Client Service Associate is a vital client group member who provides direct support and task management to Relationship Managers, Family Wealth Associates, and Family Wealth Analysts.

The Experience Coordinator provides personalized and anticipatory service to our clients, guests, and employees to ensure an atmosphere that is warm and inviting and ensures efficient day-to-day facility operations.

 RESPONSIBILITIES:

• Provide first-level client support.
• Coordinate all client account paperwork.
• Coordinate cash distributions (wires/check/ACHs).
• Coordinate bill pay administration, callbacks, and payment processing.
• Process internal & external asset/account transfer forms.
• Process charitable contributions and prepare associated correspondence.
• Process and administer loans and lines of credit (LOC).
• Maintain and update Tamarac CRM and Fidelity platforms (address changes).
• Provide delivery support for tax documents (1099, K-1) .
• Provide basic client portal support (i.e., password resets, document uploads).
• Coordinate meetings (primarily external meetings with multiple Trustees, CPAs, and Attorneys).
• Work on both external and internal team projects.
• Provide additional backup/support for other Family Office Client Groups and Client Service Associates.
• Perform other duties as assigned for the efficient operation of the department.
• Answer incoming calls and direct callers to appropriate staff members.
• Act as point of contact for vendors. 
• Sort and distribute mail, prepare correspondence, copy, scan and perform other clerical duties.
• Maintain office supplies, equipment, and common areas to ensure efficient office operation.
• Arrange and coordinate meetings in the Baltimore office space as needed ensuring meeting needs are met (e.g., refreshments, meals, AV working, etc.)
• Perform other duties and ad hoc projects as assigned for the efficient operation of the office.

 EDUCATION/EXPERIENCE:

• Bachelor’s degree preferred. Minimum 3 years of experience in an administrative capacity in the financial services or related industry. Computer literate with above average working knowledge of
• MS Word, Excel, Power Point, Outlook, SharePoint. Experience with financial services and CRM software programs desirable.

 DESIRABLE ATTRIBUTES:

Successful candidates will possess a broad range of skills including:

• A natural inclination to engage with and interact with others with courtesy.
• A preference for organization, procedure, and exactitude.
• A tendency toward passionate and steadfast pursuit of goals, despite obstacles, discouragement, or distraction.
• A tendency to work to achieve and exceed standards.
• Consistency between both words and actions.

 Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to their race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, status as a parent or medical condition. Pitcairn complies with applicable state and local laws governing non-discrimination in employment in every location in which the Company has facilities. As an investment advisor, employees of Pitcairn may be subject to certain limitations on personal investment activities.