Estate Administration Coordinator

Best Friends Animal Society • Kanab, UT

1d • $23

About The Position

The Estate Administration Coordinator (EAC) will be a key member of the organization’s Estate Administration (EA) Team within Best Friends Planned Giving Program. The EAC is responsible for supporting the smooth functioning of the team and its activities using demonstrated administrative and organizational skills and a working knowledge of EA processes. The EAC will coordinate Sanctuary based estate administration activities on behalf of the EA team. The EAC will oversee the estate administration file process. This includes opening mail, scanning documents, maintaining e-files, and opening and closing prospect plans in our donor database. The EAC will also manage the EA e-mail inbox and incoming phone calls to our team number. The EAC will coordinate and send various correspondence on behalf of the team. The EAC will provide support, as needed, for any other EA functions and for Planned Giving (PG) leadership.

Requirements

• Proficient with a variety of computer software applications including Microsoft Word, PowerPoint, Excel, Adobe, and Outlook. Comfortable learning new software programs and using online information systems. Familiarity with databases is preferred.
• Basic level of comfort with printer/scanner equipment.
• Strong interpersonal skills and ability to handle sensitive conversations with empathy and professionalism.
• Strong organizational skills and attention to detail.
• Ability to communicate effectively both verbally and in writing.
• Ability to appropriately manage sensitive and confidential information.
• Must be independent, responsible, dependable, and self-motivated with the ability to participate effectively in a team environment that is primarily remote and work to build and maintain strong relationships remotely and in office
• Active Utah notary license or willingness to obtain a Utah notary license.
• Familiarity with legal documents or experience, coursework, or other training in estate and trust administration, estate planning, estate litigation and planned giving.
• Must be able to sit for long periods of time.
• Work at a computer for extended periods of time with repetitive typing, arm and hand motion.
• Ability to bend stoop and lift file boxes up to 30lbs.

Responsibilities

• Identify and coordinate legal documents necessary for estate administration. This includes initial review of correspondence, following up on requests for wills or other documentation, preparing correspondence, answering email inquiries or phone calls, and triaging the large volume of correspondence the team receives.
• Establish and maintain EA files, including opening and closing files, e-filing and paper file management.
• Maintain accurate bequest and donor information in donor database and ensure all estate data is properly entered.
• Schedule and participate in any on-site meetings with family members, trustees, executors, or attorneys involved in estates who may visit the Sanctuary.
• At the direction of the PG and EA team coordinate stewardship efforts including the annual production of the Legacy Wall list, thank you letters and the creation and execution of annual update letters.
• Assist in various PG administrative matters, including providing administrative support to the PG leadership team.
• Participate in Development activities as required.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed