Estate Settlement Administrator
About The Position
The Estate Settlement Administrator supports Estate Officers in servicing estate settlement trust accounts, with a focus on exceptional client service, operational accuracy, and regulatory compliance. The role partners with Estate Officers, internal departments, and external professionals throughout the estate settlement process, including client communications, asset collection, tax coordination, legal documentation, and financial tracking. The administrator serves as the primary interface with trust accounting systems, the Workflow System, and trust operations functions, and implements internal policies and procedures. The role supports estate administration and client service activities, maintains accurate trust accounting and financial records, coordinates distributions and documentation, and helps manage risk by following estate policies and procedures. Projects may vary in complexity based on the employee’s skills and organizational priorities.
Requirements
- Minimum of 2 years of professional experience.
- Strong organizational and time-management ability, including managing multiple priorities, meeting deadlines, and maintaining structure in a fast-paced environment.
- Attention to detail and accuracy in documentation, system entry, and financial tracking.
- Foundational understanding of, or willingness to learn, estate planning, fiduciary responsibilities, and tax matters related to estate and trust services.
- Basic understanding of or interest in financial markets, investment theory, and asset management principles.
- Strong verbal and written communication skills.
- Ability to collaborate in a team environment with Estate Officers and cross-functional partners.
- Adaptability to shifting priorities and evolving client needs while maintaining service and compliance standards.
- Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint, and CoPilot, and internal systems such as CRM, ACE, Workflow Portal, and AM Administrator.
- Understanding of internal policies and procedures and commitment to risk awareness, proper documentation, and adherence to guidelines.
Nice To Haves
- Bachelor's degree is strongly preferred.
- Estate, trust, or financial services experience is preferred.
Responsibilities
- Support Estate Officers in estate administration, including communication with beneficiaries, outside advisors, and internal partners.
- Coordinate client communications, including family letters, bequest notifications, and distribution updates.
- Partner with Estate Officers and internal teams to resolve client issues and support transitions across service models.
- Maintain frequent email and phone contact with clients and third-party advisors.
- Collect and process estate assets; file probate documents; and manage distributions, financial accounts, insurance policies, and unclaimed property.
- Follow internal policies and procedures for account openings, bill payments, discretionary actions, and account closings.
- Prepare and execute distribution forms, funding requests, and liquidation instructions.
- Maintain trust accounting system integrity, including fee setup, statement generation, and related-party configuration.
- Track and reconcile fees; manage CRM and portal updates; and collaborate on distribution schedules and documentation.
- Review daily account activity for accuracy and quality.
- Coordinate with operations teams and manage logistics for estate meetings and materials.
- Demonstrate urgency in client service and task completion while maintaining compliance with estate policies and procedures.
- Stay informed about industry trends and fiduciary matters, including estate planning, probate, tax planning, and specialized trusts.
- Perform other duties as assigned.
Benefits
- Comprehensive benefits programs supporting employees’ and families’ physical, financial, emotional, and social well-being.
- Eligible to participate in an incentive compensation plan, with payments based on company, line of business, and/or individual performance.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
