Trust Administrator - Finance

Trust Administrator -  Finance
 

Reports to:

Senior Finance Manager

Direct subordinates: 

None

Role Description: 
The Trust Accounts Payable Administrator is responsible for meticulously managing the end-to-end accounts payable process for all payments for the Firm’s Trust accounts. This role involves processing payments accurately and efficiently, reconciling expenses, and maintaining strong relationships with the Trust team. The administrator ensures compliance with company policies and legal regulations while managing Trust ledgers. Additionally, meticulous record-keeping and documentation that are essential to support financial transparency and facilitate audits. The ideal candidate will demonstrate exceptional attention to detail, organizational skills, and the ability to thrive in a fast-paced environment. 

Duties and Responsibilities

1. Track money orders, cashier checks, and checks that are mailed to the office according to the guidelines provided by managers.
2. Verify all cash payments within Trust accounts to ensure accuracy of client payments and follow up on payments that are not able to be verified. 
3. Make deposits of cash, money orders, or checks as needed to Trust accounts to ensure the funds are available for weekly operating transfers, and adhere to the guidelines provided by managers.
4. Verify and print checks from Trust relating to Client filing fee payments or refunds, scan and file in accordance with department policies and provide checks to the Admin team for mailing. 
5. Record all checks written from Trust into Quickbooks and the CashPro portal daily to maintain proper record keeping and ensure accurate reporting and reconciliation. 
6. Assist with Trust account reconciliations related to Trust expenditures. 
7. Maintain records of returned checks by properly voiding out checks as needed by following department procedures. 
8. Monitor and reconcile the San Antonio office petty cash and monitor the petty cash for all satellite offices through tracker and by following departmental procedures. 
9. Issue and retrieve company credit cards to the San Antonio team for different uses, according to the guidelines provided.
10. Maintain administrative duties such as: printing invoices for mailing, maintaining various records, ensuring stock of office and check printing supplies, and more.
11. Maintain communication with the Legal team regarding clarification on requests for checks or money orders. 
12. Develop and maintain accounts payable policies and procedures, including recommendations to increase efficiency and accuracy for the Trust accounts.
13. Issue credits to Clients who qualify for the Alonso & Alonso Referral Program. 
14. Issue approved refunds from Trust account by following departmental procedures.  
15. Assist Trust Accounting team with monthly reconciliation tasks.

Skills Required

• Bachelor’s degree in finance, business, or related field (preferred).
• Minimum of 2 years of experience in accounts payable or related field.
• Strong knowledge of accounting principles and practices.
• Working  experience in finance, business, or administration.
• Strong attention to detail and accuracy.
• Strong organizational skills to manage various tasks and projects.
• Team-oriented attitude for effective cross-departmental collaboration.
• Problem-solving mindset.