Trust Operations Coordinator

TopDog Law is a nationally scaling personal injury firm built for impact and growth. We own the client experience end-to-end—from marketing and intake through litigation—combining world-class marketing with exceptional legal talent and operations to create better experiences and outcomes for clients and the business. Over the past three years, we've grown 2–3x year over year, setting a new standard in the personal injury space. We are now applying that same discipline and innovation to firm operations, case management, and national scale, building the infrastructure, systems, and teams to grow without sacrificing quality, culture, or accountability. Our fully remote team values trust, open communication, and a commitment to doing great work.

About the role

The Trust Operations Coordinator is the operational engine of the trust settlement function, ensuring every inbound settlement check is accurately captured, staged, and queued for Specialist review before any deposit is released. As the team transitions to fully remote operations, this role is central to deploying and operating the firm's Remote Deposit Capture (RDC) solution—eliminating the physical check handling bottleneck while maintaining accuracy and a complete audit trail across multiple trust bank accounts.

The Coordinator does not make final routing decisions independently; all routing is confirmed by a Trust Accounting Specialist before any deposit is released. This separation is a core financial control. The Coordinator's value lies in precision, consistency, and ensuring the queue is always clean and current so Specialists can focus on validation and reconciliation. This role is an excellent entry point into trust and legal financial operations for a detail-oriented professional with a background in banking operations, legal administration, or bookkeeping, with a career path leading to Trust Accounting Specialist.

Responsibilities

• Scan all inbound trust settlement checks and load them into the RDC staging.
• Maintain a daily check receipt log capturing payer, amount, client matter number, proposed destination account, and confirmation status for every item received.
• Flag any check that cannot be matched to a matter record and escalate.
• Perform initial data entry and transaction coding in NetSuite for all incoming trust receipts, following account mapping standards established by the Senior Specialist.
• Prepare daily deposit summaries and reconcile to RDC confirmation records and bank activity reports.
• Maintain organized digital records of all processed items in accordance with the firm's document retention policy.
• Assist with exception resolution, returned items, and special handling requests as directed by the Trust Accounting Specialist or Senior Specialist.
• Support audit preparation by pulling receipt logs, deposit confirmations, and supporting documentation as requested.
• Cross-train on basic disbursement review tasks to provide coverage support as the team scales.
• Perform other duties and special projects as assigned.

Requirements

• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field, or equivalent work experience.
• 2–3 years of experience in banking operations, legal financial administration, bookkeeping, accounts receivable, or a similar high-volume transaction processing role.
• Strong data entry accuracy with demonstrated attention to detail in financial processing environments.
• Comfort with multiple banking systems and digital tools; ability to learn new platforms quickly.
• Organized, dependable, and process-oriented with excellent follow-through.
• Good communication skills; ability to coordinate with legal and operations teams to resolve questions.

Skills

• Preferred: Prior experience with Remote Deposit Capture (RDC) systems or multi-bank environments.
• Preferred: Familiarity with legal case management systems such as Filevine or similar.
• Preferred: Experience with QuickBooks, NetSuite, or any ERP system for transaction entry.
• Preferred: Background in trust accounting, escrow processing, or legal financial operations.
• Preferred: Experience in a compliance-oriented or regulated financial environment.

Who Thrives Here

We hire for competence, character, and mindset. The ideal candidate embodies these core values:

• Embrace Change: Open to feedback, embracing change, and always asking "what's next?"
• Committed: You care deeply, have your teammates' backs, and show up to build something lasting.
• No-Ego Energy: Positive, professional, and solutions-oriented. Drama stays at the door.
• Ownership: You do what you say, follow through, and treat the business like it's yours.
• Fast & Hungry: You move with urgency, thrive under high expectations, and are motivated by growth and impact.

Pay

The pay range for this role is $51,000 - $66,000 USD per year (Jupiter, FL), commensurate with experience.

Benefits

• Medical, dental, and vision insurance
• 401(k) with company match
• HSA (Health Savings Account)
• Life insurance
• Disability coverage
• Paid time off
• Parental leave
• Eligible for performance-based bonus