Estate Administration Coordinator

The Salvation Army Canada and Bermuda Territory • Toronto, ON

9d

About The Position

The Estate Administration Coordinator ensures The Salvation Army in Canada maximizes and protects the impact of gifts received through estates, honoring donors’ intentions while supporting the mission’s long-term financial sustainability. This role involves administering and overseeing estate processes with accuracy, care, and professionalism to ensure timely, compliant, and effective realization of estate gifts. Through strong relationship management, clear communication, and occasional negotiation, the Coordinator helps maintain trust with estates and representatives, encouraging continued philanthropic support. This work directly contributes to stable funding that enables The Salvation Army to serve vulnerable communities across Canada.

Requirements

• Undergraduate University Degree/College Diploma.
• 3 years’ experience in Estate Administration
• Applies strong working knowledge of Canadian estate administration to support accurate and compliant gift processing.
• Utilizes fundraising and database systems, including Raiser’s Edge, to manage estate data, queries, and reporting effectively.
• Operates Microsoft Office applications and general office tools to support documentation, analysis, and communication needs.
• Demonstrates exceptional organizational, interpersonal, and customer service skills with professionalism, tact, and attention to detail.
• Upholds The Salvation Army’s mission, values, and Fundraising Code of Ethics with integrity, sound judgment, and confidentiality.
• Collaborates openly and effectively with internal teams and external partners as a reliable and engaged team player.
• Engages donors and stakeholders with a friendly, professional telephone manner and a genuine passion for service.
• Commits to continuous learning and professional development to remain informed on fundraising practices and advance organizational impact.

Nice To Haves

• Estates Law Clerk designation an asset
• Recognized equivalents include: MTI/STI Estate and Trust Professional designation; experience working as a Trust Officer and/or Estates Administrator

Responsibilities

• Administers estate gifts from initial notification through final distribution to ensure donor intentions are fulfilled accurately and efficiently.
• Prioritizes time‑sensitive estate documents, releases, and files to protect The Salvation Army’s interests and timelines.
• Establishes comprehensive estate files by identifying gift types and reviewing all legal and financial documentation.
• Coordinates correspondence and follow‑up requests with executors, lawyers, and internal stakeholders to advance estate settlements.
• Monitors active estate files to support timely interim and final receipt of estate donations.
• Allocates estate proceeds by preparing monthly distributions and supporting Legacy Allocation Committee review and decision‑making.
• Collaborates with Finance to ensure estate donations are ready for allocation, invoiced correctly, and processed without delay.
• Maintains accurate estate data and records by updating databases, tracking allocations, and closing files upon final release.

Benefits

• potential to experience flexibility at work
• health and dental benefits
• paid vacation
• sick time
• RRSP’s
• expand our skills and advance our careers as together we build a culture of continuous learning and growth

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees