Head of Fiduciary Services – Operations

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

📋 Description

• Lead, mentor, and cultivate a team of Trust Administrators and Relationship Support experts.

• Set performance expectations, accountability standards, and service benchmarks.

• Design and enhance workflows to boost efficiency, scalability, and service quality.

• Promote ownership, accountability, problem-solving, and continuous improvement.

• Provide strategic oversight for fiduciary support services for attorneys acting as trustees and individual trustees.

• Oversee the administration of complex trust structures, including high-value and sophisticated investment portfolios.

• Coordinate fiduciary income tax processing and return submissions.

• Review brokerage and custody statements to ensure compliance and accuracy.

• Monitor distributions and approval workflows.

• Calculate distributions for beneficiaries.

• Organize annual trustee and advisor reviews.

• Maintain fiduciary records and documentation.

• Collaborate with attorneys, accountants, and financial advisors to ensure compliant trust administration.

• Manage end-to-end operations related to vendor management, invoicing, banking, and client reporting.

• Oversee the vendor lifecycle, invoice processing, payments, and internal controls.

• Manage bank accounts, user permissions, and system access controls.

• Supervise client reporting and account reconciliations.

• Maintain internal controls, audit readiness, and operational consistency.

• Coordinate with Relationship Managers, Administrators, LPAs, Attorneys, and banking partners.

• Utilize KPIs, scorecards, and EOS tools to track performance and accountability.

• Identify operational gaps and opportunities for improvement.

• Design, standardize, and scale workflows, controls, and documentation.

• Drive process improvements and support system enhancements and the adoption of new technologies.

• Assist in the development and expansion of HomeBase’s fiduciary service offerings.

⛳️ Requirements

• Proven leadership background in fiduciary services, trust administration, or family office operations.

• Strong comprehension of trust structures, fiduciary duties, and financial operations.

• Experience in managing operational workflows, controls, and process improvement projects.

• Capability to lead cross-functional teams and collaborate with legal, tax, and financial professionals.

• Detail-oriented with robust analytical, organizational, and problem-solving skills.

• Comfortable working in a dynamic, evolving environment with a hands-on leadership style.

• Entrepreneurial mindset focused on building and scaling processes.

• Strong leadership presence with the ability to mentor and nurture talent.

• Demonstrated ownership mindset with a proven record of driving results.

• Commitment to precision, client service, and operational excellence.

🏝️ Benefits

• Equal Opportunity Employer, including individuals with disabilities and veterans.

• Encouragement for applicants re-entering the workforce to apply.

• No penalties for gaps in experience.