Billing Analyst

Whittier Trust is the oldest privately owned multi-family office headquartered on the West Coast, providing exceptional client service and highly customized investment solutions for high-net-worth individuals and their families.

Our dedicated professionals work with clients and their families to deliver a broad array of services including investment management, fiduciary, philanthropic, and family office. Our founding family’s century-long history of entrepreneurship continues to guide our activities for clients today. Entrusted with private family assets, our teams employ a consulting approach to tailor solutions for complex family situations.

Whittier Trust attracts professionals who have a desire to grow while building their skills in the service to our clients. Our organization is flat, nimble, and uniquely attuned to the needs and desires of both today’s entrepreneurs as well as legacy family members who may be several generations removed from the wealth creators. Our corporate culture is one of client-focus, collaboration, performance and accountability, family orientation and long-term career satisfaction. Employee turnover is low because of a high level of engagement and career fulfillment.

The position offers a competitive compensation package including base salary, performance bonus, equity consideration, excellent medical, and retirement plans.

Position Summary

The Fee Processing Specialist supports the daily administration of client fee billing across Whittier Trust’s book of business, ensuring fees are established, calculated, and collected accurately and on time. This role requires attention to detail, strong reconciliation skills, and close coordination with advisors, custodians, and internal teams. The specialist also works closely with Compliance to facilitate audit responses and provide supporting documentation.

Key Responsibilities

Account & Fee Setup

• Add new accounts and portfolios to the appropriate fee arrangements, ensuring all accounts are assigned a fee schedule or documented waiver.
• Create, modify, and maintain fee schedules and billing arrangements in accordance with client agreements and internal procedures.
• Identify setup issues that could disrupt billing and coordinate timely corrections with the appropriate teams.

Calculation & Reconciliation

• Review fee calculations before billing to verify accuracy and consistency with established fee arrangements.
• Reconcile amounts billed by or received from outside custodians against internally calculated fees, investigating and resolving discrepancies.
• Reconcile posted fees against expected amounts and research exceptions, reversals, and manual adjustments.
• Run balance and cash availability reports to confirm sufficient funds before collecting fees.

Outside Custodian Coordination

• Communicate directly with outside custodians to coordinate cash movements and fee transfers for externally held accounts.
• Track pending custodian transfers and follow up to ensure timely completion.
• Serve as a point of contact for custodian fee inquiries and discrepancies.

Reporting & Data Quality

• Generate and distribute recurring and ad hoc fee reports for internal stakeholders and advisors.
• Identify and resolve data quality issues affecting fee setup, calculations, and reporting, escalating when appropriate.
• Maintain clear documentation of fee processing procedures, exceptions, and resolutions.

Compliance & Audit Support

• Work closely with Compliance to facilitate timely and accurate responses to audit requests.
• Gather and organize fee agreements, billing records, calculations, and other supporting documentation.
• Assist with researching audit inquiries and addressing identified fee processing issues.

General Responsibilities

• Respond to advisor and relationship manager questions regarding client fees.
• Support month end and quarter end billing cycles.
• Assist with special projects and process improvement initiatives within the Fee Unit.
• Perform other fee related duties as assigned.

DESIRED EDUCATION

• Bachelor’s degree from an accredited 4-year university
• Industry certification an advantage but not essential
• Willingness to continue education

DESIRED EXPERIENCE

• Superior skills and experience with Microsoft Office, especially Word, Excel, and PowerPoint.
• Excellent written and oral communication skills.
• Superior organizational skills with the ability to multi-task and to manage and prioritize multiple projects and competing deadlines.
• General office administration and clerical experience.
• Excellent attention to detail with the ability to exercise independent judgment.
• Aptitude to understand and perform basic mathematical calculations such as fee calculations, and other percentage-based calculations.
• Ability to learn new processes and programs and desire to grow with the company.

PERSONAL CHARACTERISTICS

• Strong people skills
• Client service focus
• Effective verbal and written communication skills
• High integrity with a diligent work ethic

Team/people-oriented

• Highly organized with good time management skills
• Meticulous attention to detail
• Valid driver’s license and the ability to travel by airplane.

COMPENSATION

Base salary range

$75,000 - $90,000 annually

Salary may vary depending on job-related factors including, but not limited to, skills and experience. Full-time employees may be eligible for a comprehensive benefits package that includes: medical, dental and vision coverage, 401(k), life insurance, paid time off and a Wellness Program. Annual bonus, incentive pay and/or equity may also apply depending upon the role.