Estate Plan Coordinator

Law Mom•Newburyport, MA

6d•Onsite

About The Position

Law Mom® is seeking an experienced Estate Plan Coordinator to join their legal team. This role is responsible for managing estate planning matters from client engagement through the completion of their estate plan. The ideal candidate is highly organized, detail-oriented, proactive, technologically savvy, comfortable managing a large volume of matters, and excellent with clients. The Estate Plan Coordinator will serve as the primary point of contact for clients and work closely with other team members to ensure efficient and accurate progression of estate plans. Key responsibilities include managing timelines, anticipating needs, preparing documents for review, and performing quality control checks to ensure accuracy and alignment with client and attorney intentions. A strong understanding of technology and legal practice management systems is essential, with WealthCounsel experience being a significant advantage.

Requirements

Highly organized
Exceptionally detail-oriented
Proactive
Technologically savvy
Comfortable managing a large number of matters at different stages
Excellent with clients
Ability to think ahead and anticipate needs
Ability to verify information and ensure accuracy
Ability to learn new software quickly
Comfortable working in multiple technology platforms
Highly accurate with data entry
Understanding of the importance of maintaining clean and consistent client data
Ability to use technology to organize and manage a high volume of matters
Ability to follow technology-based workflows and processes
Ability to notice when information in one system doesn't match information elsewhere
Comfortable troubleshooting basic technology issues
Ability to adapt quickly as systems and processes improve
Understanding that technology should help provide a faster, more accurate, and better client experience
WealthCounsel experience is a HUGE plus and candidates with WealthCounsel experience will receive strong preference.
Prior experience with legal practice-management systems, CRM platforms, document automation, electronic signatures, and other legal technology is also highly valued.
Comfortable with data entry, review, verification, and updating.
Accountable for matter status and progression.
Problem-solving skills.

Nice To Haves

WealthCounsel experience
Experience with legal practice-management systems
Experience with CRM platforms
Experience with document automation
Experience with electronic signatures
Experience with other legal technology

Responsibilities

Manage multiple estate planning matters simultaneously, knowing the status of each.
Serve as the client's primary legal-team point of contact after engagement.
Manage the estate planning matter from engagement through signing.
Maintain excellent and proactive communication with clients.
Manage timelines, deadlines, and next steps for each matter.
Proactively identify stalled or information-deficient matters.
Anticipate future needs for each stage of the process.
Coordinate with Client Services Coordinators to obtain missing information and complete administrative follow-up.
Work closely with Estate Planning Design Attorneys to ensure matters are ready for review and design.
Keep client information and matter status accurate and updated in systems.
Ensure each matter is organized, complete, and ready before moving forward.
Review client engagement details and attorney-approved estate plan designs.
Verify client names, family information, beneficiaries, fiduciaries, assets, and other planning information.
Review asset inventories for completeness.
Identify missing or inconsistent information.
Ensure required waivers, acknowledgments, letters, inventories, and supporting documents are completed.
Maintain and update estate planning and production checklists.
Complete accurate data entry and maintain clean client information.
Organize information for attorneys to reduce search time and prevent missing items.
Flag items requiring attorney judgment or legal analysis for the Estate Planning Design Attorney.
Review the entire estate plan package for accuracy before finalization, checking for correct names, personal information, beneficiaries, fiduciaries, consistency, alignment with design, inclusion of all documents, completed schedules/inventories/exhibits/waivers/letters/supporting documents, missing information, conflicting information, and any inconsistencies across systems or documents.
Learn new software quickly and be comfortable working in multiple technology platforms.
Perform accurate data entry and maintain clean and consistent client data.
Use technology to organize and manage a high volume of matters.
Follow technology-based workflows and processes.
Notice discrepancies in information across systems.
Troubleshoot basic technology issues.
Adapt quickly to system and process improvements.