Client Information Specialist, Operations

This is a fully remote position, open to applicants in United States.

📋 Description

• Eliminate open client-information items on PCA and Analyst dashboards for each foundation, ensuring timely preparation and filing of Form 990-PF.

• Address and resolve 990-PF blockers, such as questionnaires, donor details, cost basis, transfers, statements, K-1s, valuations, reconciliations, and tax adjustments.

• Prioritize outstanding items based on tax-return readiness, seasonal deliverables, complexity, and deadlines.

• Collaborate with PCAs, Analysts, and service teams to gather necessary information and transition foundations to “Ready” status.

• Organize regular meetings to discuss open issues, confirm service-level agreements (SLAs), and escalate any delayed outreach.

• Reach out to clients and colleagues for statements, valuations, K-1s, and other essential data.

• Assist in managing hard-to-reach clients and address daily operational issues.

• Facilitate interdepartmental meetings, communication, and task coordination.

• Meet responsiveness benchmarks by acknowledging requests within 24 hours and providing support or escalation within 48 hours.

• Evaluate and enhance client-information-gathering tools and processes.

• Contact assigned clients regarding the migration from Webster Bank to US Bank accounts.

• Verify, document, and securely manage updated banking information through phone or encrypted email.

• Monitor migration outreach efforts and follow up with clients who are non-responsive.

• Coordinate updated account information with Client Operations and Client Services.

• Utilize analytics and PCA and Analyst dashboards to monitor open issues, project performance, and SLAs.

• Report item counts, aging, team performance, outcomes, and suggestions to department leaders.

• Document processes and ensure a seamless handoff at the conclusion of the assignment.

⛳️ Requirements

• Exceptional prioritization abilities with a capacity to shift focus between peak-season deliverables.

• Understanding of service-level agreements and a knack for guiding teams and clients toward compliance without direct authority.

• Experience in project management, preferably within business services.

• Proven track record in organization and workflow structuring.

• Strong verbal and written communication skills.

• Effective listening skills and the ability to manage stakeholder relationships.

• High level of discretion and sound judgment regarding sensitive client and bank-account information.

• Proficiency in using secure communication channels, such as phone or encrypted email.

• Adaptability, learning agility, and a willingness to understand departmental deliverables.

• Capability to conduct research, source information, and work independently.

• Continuous-improvement mindset with the ability to suggest cross-team solutions.

• Proficiency in Microsoft Outlook, Excel, and Word.

• Working knowledge of Salesforce.

• Quick learning ability for proprietary systems, internal platforms, and dashboards.

• Comfort with temporary, project-based work and availability throughout the entire assignment.

• A dedicated, distraction-free home office or workspace.

• A reliable high-speed internet connection.

• Ability to occasionally lift or move items weighing up to 15 pounds.

• Bachelor’s degree preferred, ideally in business, management, or operations.

• Previous temporary, contract, or seasonal experience is an advantage.

🏝️ Benefits

• Fully remote work arrangement.

• Full-time temporary hourly position.

• Dedicated home office/workspace setup.

• Reliable high-speed internet for remote work.

• Reasonable accommodations may be provided for individuals with disabilities.

• Equal opportunity employment.