Client Asset Management/Office Admin in Fiduciary Office

Oakland CA

Description

Fast-paced fiduciary office looking for someone to assist with client asset management and office administration. Based in San Leandro, but work will occasionally take you all over Alameda, Contra Costa, and San Francisco counties. Full-time position. My office handles trust, estates, and conservatorships when there are family conflicts and a neutral party is needed. We oversee bill paying, medical decision-making, and asset management for elders who are alive, or who have passed on and now distributions need to be made to beneficiaries. The ideal candidate can code switch and has street smarts, but also understands diplomacy, boundaries, and unwavering ethics. If you have handled your own loved one’s estate, you have a lot of experience already. Strong letter writing and savvy phone skills required. You will be spending time in and out of the office, so a car is required. Client Management duties include: - Interacting with clients (elderly and the disabled) - Coordination and transport of clients to and from medical appointments - Communicating with medical professionals, family members, and all other supportive entities in client's life - Coordinating service with care managers and providing support to care providers (caregivers, assisted living facilities, etc.) - Assist with client move-outs of primary home and into caregiving facilities - Filtering communication between family and all of client's support circle (this is where the code switching comes in – some information is confidential, and we have to be careful with what we say) - Communication with beneficiaries (who are often upset with a decision that has been made or how quickly they are getting their distribution) Office Administration duties include: - Notifying institutions that a fiduciary is in place. - Staying current on client's bills (data entry, scanning, entering transactions into accounting software). We have someone who does this, but it’s a skill you should learn too. - Tracking and marshaling client financial accounts and property. - Processing payments (Writing checks, over the phone payments, e-bills). - Going to USPS, FedEx, UPS etc. to ship packages and correspondence. - Communicating with attorneys, government, and local agencies. Service management and property oversight which includes the following: - Walk-throughs to determine scope of work for remodels, prepping for rental, or sale of home. - Coordinating with vendors, appraisers, HOAs, contractors, liquidators, haulers, real estate agents, locksmiths, landscapers, etc. - Managing and coordinating housekeeping services for vacant and occupied properties - Performing property assessments and coordinating repairs to ensure elders are safe in their home. - Occasional rental property management (addressing tenant maintenance needs, move-ins/outs, walk throughs, rent, leases, communication with rent board, Section 8, etc.) Though we try to outsource property management whenever possible - Soliciting and coordinating service with existing property management companies for client rental properties - Managing all matters pertaining to the sale of client vehicles (registration, communicating and document preparation with DMV, towing companies, and third-party vendors.) Must be computer literate, have impeccable letter writing skills, have a car, and pass a background check. Strong preference for someone who has a social work background, intensive case management background, property management, or has handled a loved one's estate at some point. Spanish speakers to the front of the line. The ideal candidate is self-directed and able to work well under pressure, as well as get along with a small core of staff. This position leads to many skills and potential opportunities within the fiduciary field. We will train you, but once you’re up and running, I do not micro-manage. This position is 32-40 hours/wk. $30-$35/hr, depending on experience, as well as accrued PTO. I offer health insurance after 60 days of employment. Mon-Fri during general business hours. There could be some flexibility over time, as well as the opportunity to work from home when working on administrative tasks. It sounds like a lot, and it can be. But we’ll guide you through the process and our cases are never dull. It’s a small office. I’ve had a strong core of staff for the last several years and the only reason this job is opening is because one of them is moving. Please email resumes and cover letters to [email protected]. No phone calls please. The cover letter is important so I can see your writing skills. Please do not send a generic template as I want to learn something about you and why you would be a good fit for this position. Make it personal. Good luck and I look forward to meeting you! www.turnstone-associates.com