[Remote] Client Information Specialist, Operations

Note: The job is a remote job and is open to candidates in USA. Foundation Source is a company that provides philanthropic, administrative, accounting, tax, and compliance services. They are seeking a Client Information Specialist to manage client data, resolve open information items, and ensure timely preparation of tax returns. Responsibilities • Drive the open client-information items on the PCA and Analyst dashboards down to zero for each foundation, so its Form 990-PF can be prepared and filed on time • Treat 990-PF blockers as the highest-priority queue: identify the items standing between each account and tax-return readiness and close them ahead of filing and extension deadlines • Resolve PCA-tagged items, including outstanding questionnaires, questionnaires with issues, missing donor information, missing cost basis, pending transfers in (XIN) and out (XOUT), missing statements, outstanding K-1s, and missing valuations • Support Analyst-tagged items that require client input, including account and tax reconciliations, 990-PF differences, purchased interest, miscellaneous credits, unamortized bond premiums, and Part III adjustments • Prioritize open items first by 990-PF readiness, then by seasonal deliverable (including but not limited to estimated tax, MDR, and billing seasons), complexity, and deadline, driving week-over-week reductions across the PCA and Analyst groups • Partner with PCAs, Analysts, and service teams to obtain the information needed to move each foundation to “Ready” status for tax-return preparation • Facilitate recurring open-issues meetings with PCAs and Analysts to confirm SLAs are met and items close on time, escalating to management when outreach stalls • Reach out to clients and colleagues for statements, valuations, K-1s, and other data so the next step in a process can proceed • Assist team members and identify solutions for situations in which clients are hard to reach • Partner with department leaders to organize and resolve day-to-day operational matters and ensure client-service delivery goals are met • Ensure regular meetings and collaboration between departments and coordinate communications and inter-departmental tasks • Troubleshoot with teams and individual team members when client data is missing • Meet the firm’s responsiveness standards — acknowledge requests within 24 hours, provide support or escalate within 48 hours, and keep the assigned PCA copied on client and advisor outreach • Assess and improve the tools and processes behind client-information gathering, including automated emails, annual tax questionnaires, and client financial activity • Contact assigned clients to communicate and confirm their new US Bank account details as part of the Webster Bank to US Bank migration • Conduct all account-detail outreach through secure channels only — by phone or encrypted email — given the sensitivity of banking information • Verify, record, and securely handle updated account information, confirming accuracy before it is entered into our systems • Track outreach and confirmation status for each client and follow up promptly with non-responsive clients until migration details are confirmed • Coordinate with Client Operations and Client Services so updated details flow correctly into disbursements, payments, and reconciliations • Use data analytics and the PCA and Analyst dashboards — rather than ad hoc lists and reports — to track resolution of open client matters, information gathering, project performance, and SLAs • Report on the count and aging of 990-PF-blocking items by foundation and on team performance, with concise updates, outcomes, and recommendations to department leaders • With department leaders, document client-information-gathering and open-issue resolution processes, and leave a clean handoff of work in progress at the end of the assignment Skills • Excellent at prioritization, able to pivot between deliverables during peak seasons and judge which open issues can wait and which cannot • Familiarity with service-level agreements and the discipline to drive teams and clients toward them, influencing peers and managers without direct authority • Project-management experience, ideally in a business-services sector • Exceptionally well-organized, with a track record of structuring workflows that improve efficiency and clarity for the team • Strong oral and written communication skills, able to convey complex information clearly and persuasively and to gain buy-in from a range of stakeholders • An effective listener, able to understand and address the concerns of colleagues and stakeholders • Strong discretion and sound judgment when handling sensitive client information, including bank account details, using secure channels such as phone or encrypted email • Adaptability and learning agility; absorbs and retains new knowledge and acquires basic familiarity with all departments and deliverables • Ability to research, source information, and work self-sufficiently • A continuous-improvement mindset, able to identify issues and propose solutions across teams • Technical proficiency, with mastery of essential software such as Microsoft Outlook, Excel, and Word, working knowledge of Salesforce, and the ability to leverage technology to improve organizational processes • Ability to learn home-grown and proprietary systems quickly, becoming self-sufficient in internal platforms and dashboards with minimal hand-holding • Comfort with temporary, project-based work; available for the full assignment and productive from the first weeks without extended onboarding • Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours • Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs • Bachelor's degree preferred, ideally in a field related to business, management, or operations • Prior experience in a temporary, contract, or seasonal capacity — particularly on backlog-reduction, migration, or busy-season support engagements — is a plus Company Overview • Foundation Source philanthropic software and services to donors, nonprofits, professional advisors and enterprises. It was founded in 2000, and is headquartered in Fairfield, Connecticut, USA, with a workforce of 201-500 employees. Its website is http://foundationsource.com.