Estate Administration Manager

Simpson Law Firm; Fort Mill (SC); On-site; USD 110,000 - 160,000; Full time

Benefits offered by this job

Health Insurance

401(k) with employer match

Paid Time Off (PTO)

Estate Planning Documents

Job summary

Simpson Law Firm, a respected legal practice in Wills, Trusts, and Estate Administration, seeks an Estate Administration Manager to oversee the Fort Mill and Charlotte offices. This onsite role focuses on scaling operations, mentoring local and international staff, and ensuring exceptional client service.

You will drive process improvements, manage KPIs, and collaborate with attorneys to align workflow with strategic goals while maintaining high-quality outcomes for families navigating complex

Qualifications

• Minimum three years managing people and team performance in a legal setting.
• At least three years of NC/SC estate administration experience, or five years in another jurisdiction.
• Proven ability to develop SOPs and manage KPIs.
• Strong leadership and coaching skills.

Responsibilities

• Lead and develop a team of local and international paralegals and legal assistants across Fort Mill and Charlotte offices.
• Streamline workflows by identifying issues and enforcing SOP adherence.
• Oversee department productivity and performance targets for ~600 active files.
• Monitor revenue, billables, and timelines, adjusting strategies as needed.
• Provide ongoing mentoring and training to staff to drive growth and accountability.
• Collaborate with attorneys to ensure timely work, billing standards, and process compliance.
• Maintain relationships with referral partners to expand the firm’s network.
• Cover complex estate matters when needed while maintaining no regular caseload.

Skills

Estate administration leadership

Team management

Process improvement

KPI management

Mentoring & training

Cross-office coordination

Remote team leadership

Client relations

Tools

Trello

Clio

Lawmatics

Microsoft Teams

Job description

Are you a strategic leader ready to transform an estate administration department?

Do you excel at guiding teams to peak performance with empathy and accountability?

Can you manage and scale operations across multiple locations while improving workflow processes?

Are you a natural mentor who thrives in developing both people and procedures?

Final question: When faced with a challenge, do you get excited or run away?

Simpson Law Firm is a respected leader in providing comprehensive legal services across Wills, Trusts, Estate Administration, Special Needs Planning, and Elder Law. Our mission is to offer clear and reliable legal guidance that ensures the protection and future security of our clients' families. By staying abreast of legal developments, we ensure that our clients receive services that safeguard their interests with minimal fees incurred through courts and attorneys.

Founded with a commitment to client-centric service, Simpson Law Firm values the creation of lifelong relationships, evidenced by our proactive communications and detailed, patient explanations of complex legal matters. Operating in South Carolina and North Carolina, we serve communities including Fort Mill, Tega Cay, and Charlotte, offering legal strategies that aim to preserve assets while delivering peace of mind to families and individuals.

The Estate Administration Manager at Simpson Law Firm is a pivotal senior leadership role responsible for overseeing the firm's Estate Administration Department across its Fort Mill and Charlotte offices. This onsite position exists to streamline operations, enhance productivity, mentor and develop local and international team members, and ensure exceptional client service. By assuming the current department head's daily management responsibilities, the Estate Administration Manager will enable firm leadership to focus on continued business development and strategic growth. As a leader, this role will have a direct impact on client satisfaction, team performance, and the long-term success of the firm.

What you'll do:

• Team Leadership: Manage and develop a team of local and international paralegals and legal assistants across different offices.
• Process Improvement: Identify workflow issues, implement solutions, and enforce adherence to Standard Operating Procedures (SOPs).
• Operational Oversight: Ensure the department meets productivity and performance targets by overseeing the team responsible for approximately 600 active estate administration files while maintaining consistency, quality, and operational efficiency.
• KPI Management: Monitor department performance indicators such as revenue, billable hours, and completion timelines, adjusting strategies as needed.
• Mentoring and Training: Provide continuous training and support to team members, fostering an environment of growth and accountability.
• Attorney Collaboration & Accountability: Partner with attorneys to ensure operational expectations, including timeliness, billable hours, collections, and process compliance, are met while respecting their independent legal judgment.
• Relationship Management: Cultivate and maintain strong relationships with external referral partners to expand the firm's network and influence.
• Department Support: Step in to assist with complex estate administration matters and provide coverage when team members are unavailable, while maintaining no regular individual caseload.

What we’re looking for:

• Leadership Experience: Minimum three years managing people and team performance in a legal setting.
• Paralegal Mentorship & Development: Mentor and guide paralegals on legal processes, procedures, and best practices, providing hands-on support to strengthen their skills, ensure consistency, and improve the quality and efficiency of their work.
• Estate Administration Knowledge: At least three years of specialized experience in North Carolina or South Carolina estate administration, or five years if from another jurisdiction.
• Operational Skills: Proven track record in developing and refining legal processes and SOPs, and managing departmental KPIs.
• Technological Proficiency: Strong experience with Trello or a comparable workflow/project management platform is highly preferred. Familiarity with Clio, Lawmatics, and Microsoft Teams is a plus, along with the ability to quickly learn new legal technology.
• Soft Skills: Warm, collaborative, and proactive, with strong communication and coaching abilities.
• Remote Leadership: Capability to manage international and remote teams effectively.
• Stability and Commitment: Demonstrated interest in long-term career growth and development within a firm.

Why you should work here:

• Impactful Leadership Role: Exercise significant influence over an expanding department with autonomy to shape processes.
• Collaborative Environment: Work directly with leaders and attorneys for a cross-functional approach to achieving firm goals.
• Mentorship and Growth: Opportunities to mentor staff and elevate team performance in a supportive, growth-focused culture.
• Innovative and Agile: Be part of a firm that values continuous improvement and adapts to changes in the legal landscape.
• Health Insurance: Eligible beginning the first day of the month following 30 days of employment, with employer contributions toward premiums.
• Retirement Savings: 401(k) with a 3.5% employer match available after the first quarter post-hire.
• Paid Time Off: PTO, including sick time, and holidays.
• Estate Planning Documents: Complimentary services after 90 days of employment.

We invite you to join Simpson Law Firm and lead our Estate Administration Department toward continued success. Your expertise will help shape the future of our firm and strengthen our client relationships. If you are a strategic thinker with a passion for leadership and operational excellence, become part of a dynamic team that prioritizes growth and client satisfaction alike.