We are looking for highly organized professional to serve as the lead contact and administrator for our trust maintenance program and to assist clients with trust funding services.

You will be a direct link between our clients, their financial advisors, and our firm to facilitate the funding of assets into estate plans as directed by attorneys in the firm. The ideal candidate will have exceptional communication and writing skills, a positive attitude as a team player, good decision-making skills, a willingness to learn on the job, excellent time management/multi-tasking skills and work well with minimal supervision. Prior experience with estate plan funding or in finance a plus.

You will also be responsible for running our firm’s trust maintenance program, including communications with clients regarding renewals, preparation and processing of annual meeting paperwork, post-annual meeting follow up with the firm’s attorneys, the clients, and their financial advisors, as necessary.

As a member of a service-focused firm, we ask all employees to cross-train in order to provide back up support to other team members.

The position is 38+ hours per week with competitive salary and benefits in a friendly, service-oriented atmosphere.

Requirements:

• Strong communication skills

• Detail-oriented, resourceful and committed to quality

• Excellent people skills

• Ability to think critically, especially under pressure

• Strong organizational and time management skills

• Must be proficient in MS Office programs (Word, Excel, Outlook, Teams)

• Experience with CLIO or similar client management and billing software is helpful

• Law firm experience is desirable

• Prior experience with estate plan funding or in finance a plus

• Maintaining a current COVID-19 vaccination status is a condition of employment due to our direct, in-person contact with clients who may be of advanced age or immunocompromised.

Job Description:

• Coordinate MTC/LifePlan client annual membership renewals

• Process and receive credit card payments, as directed

• Coordinate and oversee MTC/LifePlan client quarterly meeting scheduling notifications

• Prepare updates to Weekly Firm Meeting for any funding related tasks and follow up from annual MTC meetings, and attend weekly staff meetings

• Confirm all necessary documentation is received from clients prior to annual meeting, reschedule meetings as necessary (can instruct Client Services Coordinator for assistance)

• Preparation of documents for annual meetings including Annual Meeting Memorandum, updated Asset Detail Report (ADR), Authorized Releases, MTC and Funding Engagement Letters and provide to attorney for review at least one week prior to scheduled annual meeting

• Update Names and Fiduciaries Summary for following year MTC/LifePlan client quarterly scheduling notifications and CLIO and/or “MTC Quarterly Spreadsheet” with trust restatement dates after annual meetings pursuant to MTC Renewals and Scheduling Procedures

• Execute all necessary funding, including deed preparation and recording, advisor memos and cheat sheets, for trust-based plan clients upon execution of new or amended plan

• Execute all necessary funding, including deed preparation and recording, advisor memos and cheat sheets, for will-based plan clients upon execution of new plan

• Update Asset Detail Report (ADR) after annual meeting or signing meeting per KKP notes and/or additional verification information from client and mail to clients with Post Annual Meeting or Post Signing Docs Letter

• Assist with client or financial advisor follow up calls or emails as necessary, updating notes to file

• Ensure client funding documents are accurately scanned, labeled and saved to Dropbox files

• Update CLIO and “Quarterly MTC Spreadsheet” with any changes to contact information received from clients pursuant to Firm Contact, Matter and File Structure Procedures

• Processes new DocuBank Enrollments for new client or updates to healthcare documents to be uploaded to DocuBank pursuant to DocuBank Procedures

• Check and respond to emails and voicemails within 24 hours; or direct for response to another appropriate team member

• Serves as immediate back up to Client Services Coordinator with phone calls, greeting clients and visitors

• Appropriately docket and maintain docketing of tasks, deadlines

• Assist Client Services Coordinator with scheduling and rescheduling annual maintenance meetings, including updating Quarterly MTC Spreadsheet pursuant to MTC Renewals and Scheduling Procedures and Meeting Preparation Procedures

• Process tasks (workflows) assigned in CLIO and document notes in file, ensure tasks are completed in timely fashion

• Track and enter time into CLIO pursuant to ELP Firm Billing Guidelines daily, including administrative or non-billable time

• Attend annual Successor Trustee Training event

• Other items as requested/directed