Trust & Estate Records Manager

Company: Walton Enterprises
Location: Naples
Posted on: March 16, 2023

Job Description:

River Bend Administration is seeking a skilled, highly motivated, and adaptable individual to join the team as Records Manager. About the Position As a valued member of a world-class team, you will have the opportunity to collaborate with the River Bend team to develop, operate, and maintain a robust system to collect, organize, and retain all material corporate and client records in paper and electronic form according to best practices and applicable laws and internal policies. You will also provide general legal operational and administrative support as needed. The ideal candidate will embrace technological solutions and exhibit exceptional organizational skills, an inclination to think proactively, a commitment to exercise discretion and confidentiality with highly sensitive information, and the confidence to implement best practices in records management. Responsibilities Develop, operate, and maintain a records management system according to best practices and applicable laws and internal policies Collect, organize, and arrange retention and storage of all material company and client records including: o Wills, trusts, and other original estate planning documents; o Key documentation relating to the administration of trusts and other legal entities; o Meeting minutes and written consents of the members, board of directors, committees, and/or officers as appropriate to maintain complete books and records for the company and its clients; o Contracts, governmental filings, and other material corporate records as necessary to maintain; and o Correspondence, client presentations, and other material records for the company, its clients, and related entities Collect, review, distribute, and file incoming correspondence as appropriate, including checking administrative email accounts and spam filters daily and date stamping incoming mail Ensure that all material company and client records and documents are maintained on SharePoint in a manner that enables the ready retrieval and use of such records by permitted persons for legitimate business purposes Create and maintain an accurate, complete, and appropriately accessible inventory of contents of office safe and off-site vault Support or manage administration of the companys SharePoint records platform including administering the companys approved permissions systems Maintain a listing of all River Bend Holdings clients, entities and committees with members, officers, and directors with their contact information Collaborate with internal and external business partners to ensure that all corporate and client record needs and projects are timely satisfied and completed Support attestation or certification of certain corporate and trust documents Support compliance with formalities for legal entities, including compliance with applicable state and federal law, corporate bylaws, LLC operating agreements, etc. (e.g., appointments of officers, preparation of regulatory filings) Maintain familiarity with best practices in records management, company policies and procedures, and federal, state, and local law Other duties as assigned, including backup transactional support as needed Who we are looking for Qualifications important for your success 10+ years of total work experience preferred including relevant corporate legal, compliance, or records management experience Exceptional organizational skills Proficient in Sharepoint and Office 365 (including Excel, Word, and Outlook, PowerPoint) and record management databases Demonstrated accuracy, attention to detail, and follow-through on assigned tasks Exposure to trusts & estate planning documents and administration will be very helpful Bachelors degree required Additional Helpful Experience Includes Ability to work on multiple projects collaboratively in a team environment with internal and external contacts at all levels Strong communication skills, verbal and written Self-motivated, strategic thinker who anticipates future issues and opportunities, recommending innovative and practical solutions to complicated and varied problems Florida notary license, or willingness to become a Notary Public in the State of Florida Personal attributes that support your success

• Ability to act as a trusted advisor to principals and colleagues while demonstrating expertise and integrity
• You are helpful, a team player, and show respect while collaborating with others
• You are results oriented and exercise sound judgment in your work
• A lifelong learner who is inquisitive and solves problems with bold thinking and innovation
• A visionary who plans for the future with imagination and wisdom
• You are dedicated to achieving excellence and work with others to tackle the tasks at hand About River Bend Administration, LLC River Bend Administration is an affiliate of Walton Enterprises, LLC, a single family office, and of River Bend Holdings, LLC, a private family trust company serving the trust needs of a single, multi-generational family. This is an exciting time to be part of this world-class team. River Bend Administration is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Keywords: Walton Enterprises, Cape Coral , Trust & Estate Records Manager, Executive , Naples, Florida