Account Support Associate

About Us: Founded in 1981, Trust Company of Oklahoma has proudly served as Oklahoma’s oldest and largest independent trust company, having grown steadily since then to a firm with $6 billion in assets under management. With offices in Tulsa and Oklahoma City, we service clients statewide. Our independence ensures that every decision we make and every recommendation we provide is guided solely by our client's best interests. Combining decades of experience with a forward-thinking approach, we meet people where they are on their financial journey offering top-tier, personalized solutions. Our services include investment management, financial planning, trust administration, and retirement plan services, all designed to create elevated experiences that help our clients achieve their goals with confidence and care.

Position Overview:
We are seeking a detail-oriented and collaborative Account Support Associate to support daily client service operations and ensure the accurate and timely execution of key account processes. This role works closely with Client Service Associates (CSAs), Advisors, and Trust Operations to assist with financial transactions, distribution management, and new account setup.

The ideal candidate is organized, process-driven, and team-oriented, with a strong attention to detail and commitment to delivering exceptional client service while supporting TCO’s fiduciary standards and operational excellence.

Key Responsibilities:

• Client Account Setup and Maintenance: Establish and maintain client accounts by processing new account openings, updates, audits, and documentation, ensuring account information is accurate, complete, and aligned with client preferences and company standards.

• New Account Processing: Complete account opening activities by obtaining account numbers, establishing accounts in CSS, setting up statements and variable payout ticklers, coordinating electronic access requests with Operations, and communicating completion updates to Advisors and Client Service Associates.

• Money Movement Processing: Research, initiate, and process client account transactions not handled by the Trust Operations team, including outgoing wires, ACH transfers, checks, and internal transfers, ensuring all transactions follow established workflows and approval requirements.

• Transaction Workflow Management: Monitor and manage shared inbox requests for distributions and transactions, coordinate approvals for transactions exceeding thresholds, maintain supporting documentation in Trust Notes, and communicate completion updates to requestors in a timely manner.

• Distribution Tickler Management:  Establish and maintain distribution ticklers for client accounts, including ACH variable payout ticklers, ensuring recurring distributions are accurately scheduled and managed in accordance with operational procedures.

• Document Scanning and Record Retention: Perform scanning and electronic document management activities to ensure records are current, properly archived, and maintained in compliance with company, financial, and legal retention standards.

• Original Document (OD) File Management: Create, organize, and maintain Original Document files, ensuring secure storage, accessibility, and accurate recordkeeping for client documentation.

• Trust Notes Documentation Management: Upload and maintain transaction records, account documentation, emails, system screenshots, and supporting materials within Trust Notes to ensure complete and organized client records.

• Operational Coordination and Communication: Collaborate with Advisors, Client Service Associates, Operations personnel, and other internal teams to ensure efficient processing of account setup, distributions, and client service requests.

• Independent Workflow Management: Exercise independent judgment in prioritizing daily tasks, managing transaction workflows, maintaining documentation accuracy, and escalating exceptions or unusual items as appropriate.

• Independent Decision-Making: Exercise independent judgment in processing transactions, reconciling discrepancies, and managing daily workflows, while escalating system issues, unusual transactions, or exceptions as needed.

• Operational Ownership: Manage day-to-day administrative and operational responsibilities with a focus on accuracy, timeliness, organization, and client service support while assisting with additional projects and responsibilities as assigned.

• Other duties as assigned.

Education and Experience:

• Associate’s or Bachelor’s degree preferred in business, finance, accounting, administration, or a related field; equivalent combination of education and relevant industry experience will also be considered.

• Experience: 1–3 years of experience in a financial services environment, preferably in a support or operations role.

• Skills: Strong understanding of accounting principles, data analysis, and record retention practices; high attention to detail and accuracy in financial processing; strong organizational skills with the ability to manage multiple priorities; ability to maintain thorough documentation and ensure proper tracking of financial activity.

• Systems: Proficiency with general office tools and technology, including computer and typing skills, 10-key, scanners, printers, office phone systems, and Microsoft Office Suite (Outlook, Word, Excel). Ability to navigate and manage multiple systems and workflows efficiently. Experience with industry-specific systems such as CSS, Trust Notes, and electronic banking or transaction processing platforms is preferred.

• Communication: Strong written and verbal communication skills, with the ability to effectively interact with internal teams and external vendors to support accurate processing, resolve issues, and maintain high-quality client service.

Working Conditions:

• Work Environment: Office-based in Tulsa, Oklahoma.
• Hours: Full-time position with standard business hours. Some flexibility may be required during peak reporting periods.

Why Join TCO?

• Career Growth: Opportunities for professional development and career advancement within a growing company.
• Benefits: Competitive salary, health insurance, retirement plan, and other employee benefits.
• Culture: A supportive and collaborative work environment where we are committed to fostering a unified culture, ensuring everyone feels valued, included, and part of our shared success.