Estates Review & Quality Specialist - Hybrid

Duties And Responsibilities

• Review estate planning documents submitted by advisors to verify completeness, organization, and inclusion of current governing documents
• Analyze estate planning and trust administration documents to identify outdated, missing, incomplete, or inconsistent materials
• Facilitate the intake and workflow management process for the firm’s AI-enabled estate planning review platform
• Generate AI-based estate planning summaries and conduct high-level quality reviews for accuracy, consistency, and clarity prior to distribution to advisors and clients
• Initiate AI-enabled estate planning reports and coordinate with Estate Services team members in producing client meeting deliverables
• Manage and monitor the Estate Services assignment queue, including intake, prioritization, routing, tracking, and timely progression of estate planning review matters
• Serve as a primary coordinator for incoming estate review requests, ensuring assignments are appropriately organized, documented, and distributed within the Estate Services team
• Maintain workflow visibility across active estate planning reviews and follow up proactively on outstanding items, pending documentation, and status updates
• Cookbook document collection and follow-up requests with advisors and internal teams as needed
• Collaborate closely with estate attorneys and internal planning teams to support efficient review processes and consistent client service standards
• Absorb and communicate with external service providers, vendors, and third-party affiliates for invoicing
• Manage communications and onboarding for external partnering attorneys
• Coordinate with accounts payable and third-party affiliates for invoicing
• Communicate professionally and effectively with advisors, attorneys, and internal stakeholders regarding case status, outstanding documentation, and workflow updates
• Exercise sound judgment and discretion when handling confidential client information and sensitive estate planning matters
• Adhere to all company policies and procedures and perform business functions with focus on consistency, quality, compliance, and client service excellence

Qualifications

• Bachelor’s degree required
• Minimum 3–5 years of experience in estate planning, trust administration, legal operations, or related trusts and estates support role
• Excellent professional communication and computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel, and Outlook)
• Knowledge of Salesforce, Monday.com is required
• Knowledge of eMoney a plus
• Prior experience as a trusts and estates paralegal, legal assistant, trust administrator, or similar role strongly preferred
• Demonstrated understanding of estate planning documents, including revocable trusts, wills, powers of attorney, healthcare directives, and related ancillary documents
• Familiarity with trust administration concepts and fiduciary documentation preferred
• Strong organizational skills with ability to manage multiple priorities and deadlines in a fast-paced environment
• Exceptional attention to detail and commitment to quality and accuracy
• Strong written and verbal communication skills
• Ability to work collaboratively within a team-oriented environment of attorneys, advisors, and operational professionals
• Demonstrated ability to learn and utilize technology platforms, workflow systems, CRM tools, and AI-enabled applications
• Proficiency in Microsoft Office Suite and document management systems
• Ability to work independently, exercise discretion, and maintain confidentiality with sensitive client information
• Self-motivated with strong follow-through, problem-solving skills, and professional judgment
• Experience at a legal, trust services, wealth management, or project management firm a plus