Head of Fiduciary Services & Relationship Support

Head Of Fiduciary Services & Operations

HomeBase is a growing services platform dedicated to supporting trustees, beneficiaries, and advisory professionals with high-quality, compliant, and operationally excellent trust administration services. We are building scalable systems, strong teams, and best-in-class processes to deliver exceptional client outcomes.

The Head of Fiduciary Services & Operations is responsible for leading, scaling, and enhancing HomeBase's fiduciary support platform. This role owns both fiduciary service delivery and the operational infrastructure that supports it, providing strategic, operational, and process leadership across trust administration and core operational functions.

This is a hands-on leadership role designed for a proactive, entrepreneurial operator who thrives in building structure, refining workflows, and expanding service capabilities. The role serves as a key integrator across attorneys, beneficiaries, accountants, financial advisors, and internal teams, driving operational excellence and innovation across HomeBase's fiduciary service line.

This leader will operate within an EOS (Entrepreneurial Operating System) framework, utilizing metrics, scorecards, and accountability structures to drive performance and continuous improvement.

Responsibilities

Leadership & Team Development

• Lead, mentor, and develop a team of Trust Administrators and Operations professionals
• Establish clear performance expectations, accountability standards, and service benchmarks
• Design and refine team workflows to improve efficiency, scalability, and service quality across fiduciary services and operations
• Foster a culture of ownership, accountability, problem-solving, and continuous improvement

Fiduciary Services & Trust Administration Oversight

• Provide strategic oversight of fiduciary support services delivered to attorneys serving as trustees and individual trustees
• Oversee administration of complex trust structures, including high-value and sophisticated investment portfolios
• Ensure accuracy, compliance, and consistency across all fiduciary activities, including:
• Fiduciary income tax coordination and return processing
• Review of brokerage and custody statements for compliance and accuracy
• Distribution monitoring and approval workflows
• Beneficiary distribution calculations
• Coordination of annual trustee and advisor reviews
• Maintenance of fiduciary records and documentation
• Partner with attorneys, accountants, and financial advisors to ensure compliant and consistent trust administration

Operational Leadership & Client Operations

• Own and drive accountability for end-to-end operations across vendor management, invoicing, banking, and client reporting
• Oversee vendor lifecycle, invoice processing, payments, and related internal controls to ensure accuracy and compliance
• Ensure proper setup and management of bank accounts, user entitlements, and system access controls
• Oversee preparation, accuracy, and timely delivery of client reporting and account reconciliations
• Maintain strong internal controls, audit readiness, and operational consistency
• Drive cross-functional coordination with Relationship Managers, Administrators, LPAs, Attorneys, and banking partners
• Utilize KPIs, scorecards, and EOS tools to monitor performance and ensure accountability

Process Design & Business Line Development

• Identify operational gaps, inefficiencies, and opportunities for improvement
• Design, standardize, and scale workflows, controls, and documentation across fiduciary services and operations
• Lead implementation of process improvements across fiduciary and operational functions
• Support system enhancements and adoption of new technologies
• Contribute to the development and expansion of HomeBase's fiduciary service offerings for trustees, beneficiaries, and family entities

Qualifications

• Proven leadership experience in fiduciary services, trust administration, or family office operations
• Strong understanding of trust structures, fiduciary responsibilities, and financial operations
• Experience managing operational workflows, controls, and process improvement initiatives
• Ability to lead cross-functional teams and collaborate with legal, tax, and financial professionals
• Detail-oriented with strong analytical, organizational, and problem-solving skills
• Comfortable operating in a dynamic, evolving environment with a hands-on leadership approach
• Entrepreneurial mindset with a focus on building and scaling processes
• Strong leadership presence with the ability to mentor and develop talent
• Demonstrated ownership mindset with a track record of driving outcomes
• Commitment to accuracy, client service, and operational excellence

Job Info

• Job Identification 320
• Job Category Private Client Services
• Locations One Liberty Place, Philadelphia, PA, 19103, US (Remote)