Estate Administrator - Private Clients & Fiduciary Services

Verrill; Portland (ME); On-site; USD 73,000 - 83,000; Full time

Benefits offered by this job

Travel opportunities to Bangor office

Competitive compensation

Job summary

Verrill in Portland, Maine is seeking an Estate Administrator to join our Private Clients & Fiduciary Services Group. This full-time, non-exempt position supports probate proceedings, estate administration, tax filings, and accountings under attorney supervision.

Occasional travel to Bangor, ME (about 15–20%) is required. The role emphasizes accuracy, collaboration with attorneys and staff, and timely delivery of estate documents and filings.

Qualifications

• Bachelor's degree required or equivalent.
• 4+ years of experience in estate administration, preferably in a law firm.
• Proficiency with Word, Excel and estate preparation/accounting software.

Responsibilities

• Manage the complete administration process of estates under supervision.
• Prepare, review and maintain estate documents and accountings.
• Assist in filing probate documents and estate tax returns.
• Serve as primary contact for personal representatives and beneficiaries.
• Collaborate with attorneys, paralegals, and staff to support clients.

Skills

Estate administration

Communication

Time management

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Office

Estate accounting software

Job description

Verrill is seeking an Estate Administrator to join our Private Clients & Fiduciary Services Group in Verrill’s Portland, Maine office. As one of New England’s leading full-service law firms, Verrill offers the opportunity to do meaningful work alongside exceptional colleagues in a collaborative, supportive, and professional environment. We are committed to attracting talented individuals who are dedicated to excellence, client service, and continuous growth and development in their careers.Position Overview and ResponsibilitiesThe Estate Administrator plays a key role in supporting the Private Clients & Fiduciary Services Group with managing and overseeing probate proceedings, administering estates, preparing tax filings and accountings and related legal matters. This role is a full-time, non-exempt position. Occasional travel to our Bangor, Maine office (approximately 15%–20%) is required.Responsibilities include, but are not limited to:Under attorney supervision, managing the complete administration process of estates, including preparing, reviewing, and maintaining estate documents, obtaining asset valuations, settling outstanding debts, and distributing assets to beneficiaries.Preparing and filing probate documents.Serving as a primary point of contact for estate-related inquiries from personal representatives and beneficiaries.Assisting in the preparation of estate tax returns and coordinating with accountants to prepare fiduciary income tax returns.Maintaining meticulous accounting records of estate income, expenses, and distributions and preparing estate accountings.Collaborating closely with attorneys, paralegals, and other team members to provide seamless support to clients.Ensuring efficient estate administration processes.Assisting with distribution and final settlement of the estate.Preferred Experience and QualificationsBachelor’s degree.Four (4) or more years of relevant experience in estate administration, preferably within a law firm.Proficiency in Microsoft Office Suite (Word, Excel) and estate preparation and accounting software.Demonstrated knowledge of estate administration, probate laws and procedure, and fiduciary responsibilities, along with familiarity with applicable regulations, including tax laws and reporting requirements.Experience implementing and managing multiple projects.Experience working as part of a team, independently, and with cross-functional teams.Strong communication, interpersonal, customer service, and organizational skills, with keen attention to detail.Excellent time management and prioritization skills, with the ability to meet deadlines, delegate effectively, and thrive in high-paced environments.Compensation and BenefitsThe anticipated base salary range for this position is $35.00 – $40.00. This is Verrill’s good faith estimate of the annual salary for the position at the time of this posting for the indicated location. Final base salary will be determined by several factors including, but not limited to skills, experience, job-related qualifications, and other market factors. This range represents only one component of a comprehensive compensation and benefits package at Verrill.Verrill is an equal opportunity employer. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military status, protected veteran status, and other statuses protected by law.Applications will be reviewed in the order they are received, and the position will remain open until filled. If you need assistance with the application process, please reach out to the Talent Acquisition Team.