Client Associate & Trust Services (Tax/Bill Pay)

Client Associate & Trust Services (Tax/Bill Pay)

We are seeking a full-time Client Associate & Trust Services (Tax/Bill Pay) to join our team. You will work with a team of wealth management professionals and other Laird Norton Wetherby (LNW) team members to provide excellent service to our internal clients. The focus areas will be Trust Tax and Trust Bill Pay.

Your Role and Responsibilities

Nature of Role

• As a Client Associate you will work primarily within our Trust Resource Group
• The role will be split between working on Trust tax matters and paying and monitoring trust client bill payments
• You must be organized, have outstanding attention to detail, excellent computer proficiency and great communication skills.

Tax Compliance Coordination & Filing Oversight

• Coordinate and oversee tax filings prepared by external vendors (e.g., fiduciary income tax returns, information returns, and tax letters)
• Prepare and file select tax forms in-house, including:
• Forms 945 and 945-A (federal withholding returns and schedules)
• Other periodic or one-off tax filings designated for internal preparation
• Manage compliance for, including but not limited to:
• Forms 1041 (simple, complex, estate)
• Forms 1099 (DIV/INT/B/ISC/R) and Form 5498
• Forms 1042 and 1042-2
• Forms 1099-MISC for co-trustee fees and other required non-vendor 1099 reporting
• Forms 5227 and 990-PF
• Grantor, accommodations, and other tax reporting letters
• Maintain filing inventories, due date tracking, extension, and delivery status
• Ensure accurate setup and classification of accounts for tax report purposes

Data Integrity & System Bridging

• Review transaction level data flowing from trust accounting systems into tax reporting platforms and vendor deliverables.
• Identify and correct coding or classification issues that could impact tax reporting
• Coordinate corrections with Operations and Client Service teams as needed

Withholding Oversight & Control

• Monitor and coordinate federal withholding obligations, including:
• IRA RMD withholding
• Backup withholding
• Nonresident alien withholding
• Ensure alignment between:
• Withholding calculated
• Withholding paid
• Withholding reported
• Track semi-monthly and monthly payment cycles and ensure timely compliance

Vendor & Internal Stakeholder Coordination

• Serve as primary liaison with external tax vendors for:
• Data delivery
• Status tracking
• Issue resolution
• Receive, review, and disseminate tax deliverables provided by external tax vendors
• Notify internal teams when tax returns, tax letters, and information returns are available
• Coordinate and distribute workflows, ensuring teams retrieve their respective files and deliver them to clients in accordance with firm procedures
• Collect and manage tax documentation from outside trustees and investment managers (e.g., Forms 7216, FRORs, outside K-1s)
• Provide clean, organized information packages to vendors to minimize rework
• Clear, professional communication skills and sound judgment when escalating issues
• High standards of integrity, discretion, and reliability when handling sensitive financial and client information

Deep technical tax expertise or independent preparation of complex tax returns is not required; training will be provided on firm-specific tax workflows, systems, and reporting requirements

Bill Pay

• Monitor Bill Pay inbox: Perform tasks as request from internal clients and respond to research/ project requests
• Review prior day transactions for accuracy and coding
• Update Bill Pay monthly tracking sheet to ensure all recurring bills have been received and special handling instructions followed
• Review daily mail for recurring bill pay items (when time permits or other Associates are on PTO) to ensure correspondence has been handled

Duties and Responsibilities will increase and vary based on needs of business.

More About You

• Four-year college degree or equivalent work experience in the financial services industry is required
• Prefer 2 or more years experience in private wealth management, client services, or finance/banking operations. Willing to hire with no or limited experience
• Prior experience in trust operations, fiduciary administration, tax operations, accounting operations, or payment processing roles
• Knowledge and experience of basic accounting concepts
• Experience coordinating outsourced tax preparation or compliance activities
• Familiar with EFTPS, withholding payments, or similar electronic payment systems
• Professional certifications such as CFP are not necessary but are a plus

Skills and Attributes

• Reconciliation-first mindset - seeks confirmation, not assumptions
• Process-oriented values controls, checklists, and closed-loop workflows
• Comfortable with payments and accountability understands the importance of precisions and verifications
• Calm under complexity able to manage ambiguity, legacy issues, and competing deadlines methodically
• Strong organizational skills and attention and accuracy to detail to meet client deadlines with high quality, detail-oriented work
• Strong communication skills enabling proactive, consistent and effective communication within the client team
• Demonstrates the ability to work independently in a fast-paced setting, be a self-starter, and take ownership of tasks from beginning to end
• Interest in building a career in the wealth management industry
• Motivated to take on new challenges and actively involved in learning and development
• Ability to effectively manage conflicting priorities and handle time-sensitive issues
• Familiarity with investment concepts a plus
• Experience in Microsoft Office Suite is required, advanced skills preferred
• Experience in financial software applications and platforms, including Addepar, Salesforce, Schwab custodian, are a plus
• Alignment with our company values and behaviors
• Support the cultivation of an inclusive environment and culture by internalizing, integrating and applying DEI principles across work and activities

Candidates must meet all employment qualifications in force at time of hiring, including successful passing of background & credit checks and any pre-employment examinations, signing of all employee agreements, and can perform the essential functions, duties and responsibilities set forth in a consistent and efficient manner.

Compensation and Benefits

We provide a competitive salary commensurate with your experience and skills and offer an annual bonus based on company and individual performance. The salary range for this position starts at $65,500 for those without experience to $82,000 for those who meet all qualifications depending on location and experience.

The salary range applies to current posting and may change in the future. The posted salary range may vary for key factors including, but not limited to, education, job-related knowledge, experience, skill set, and geographic location.

We offer excellent benefits including medical, dental, and vision coverage; generous time off (including a sabbatical program after 10 years); flexible spending plans for health care, transportation, and dependent care; 401(k) plan, educational reimbursements, and more. Detailed information can be found on our site.

Our Team

You will be joining a client service team that is dedicated to helping our clients achieve their goals by providing exceptional client service and wealth planning services. Putting our clients first guides our decision-making and culture, and allows us to build long-term, caring and trusted relationships.

We love working in a