Estate Plan Coordinator

Law Mom,LLC ®; Newburyport (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

Law Mom® in Newburyport, MA is seeking an experienced Estate Plan Coordinator to own estate planning matters from engagement through signing. You will be the primary client contact and coordinate with attorneys, design staff, and signing coordinators to move plans efficiently and accurately.

The ideal candidate is highly organized, detail-oriented, proactive, and tech-savvy, with comfort handling large volumes of data and documents. WealthCounsel experience is a huge plus and strongly preferred.

Qualifications

• Highly organized with the ability to manage many matters.
• Excellent attention to detail and accuracy.
• Proactive, tech-savvy, and able to handle data entry.
• Coordinate with multiple teams to advance matters.
• Comfort working with estate planning documents and client data.
• WealthCounsel experience is a huge plus.

Responsibilities

• Own and manage multiple estate planning matters simultaneously.
• Serve as the client's primary legal-team contact after engagement.
• Manage matters from engagement through signing.
• Maintain proactive communication with clients.
• Manage timelines, deadlines, and next steps.
• Identify stalled or missing information and act.
• Coordinate with Client Services Coordinators for missing data.
• Work with Estate Planning Design Attorneys for review and design.
• Keep client information and matter status updated in systems.
• Review estate plans before final printing with accuracy.

Skills

Extremely organized

Detail-oriented

Accurate

Proactive

Thinks ahead

Great with clients

Comfortable with data

Tools

WealthCounsel

Practice management systems

CRM platforms

Document automation

Electronic signatures

Job description

• WealthCounsel experience is a HUGE plus, and candidates with WealthCounsel experience will receive strong preference.

• Law Mom® | Estate Planning.
• Locations: Newburyport, MA.
• Position: Full-Time, In-Office.
• WealthCounsel experience is a HUGE plus, and candidates with WealthCounsel experience will receive strong preference.

About Law Mom®

At Law Mom®, we help families protect the people they love and the things they have worked hard for through thoughtful, comprehensive estate planning.

We pride ourselves on providing compassionate, client-centered service while maintaining an exceptionally high standard for organization, accuracy, communication, and follow-through.

We are growing, and we are looking for an experienced Estate Plan Coordinator who wants to take ownership of their matters and become an important part of our legal team.

About The Role

Our Estate Plan Coordinator is a Paralegal / Case Manager who owns an estate planning matter from the time a client hires our firm through the completion of their estate plan.

This is not a position where you sit and wait for an attorney to tell you what to do next.

We need someone who is highly organized, exceptionally detail-oriented, proactive, technologically savvy, comfortable managing a large number of matters at different stages, and excellent with clients.

You Should Naturally Be Thinking

• Where is this matter?
• What are we waiting for?
• What needs to happen next?
• What am I going to need two steps from now?
• Does this information match?
• Does this plan actually make sense based on what the attorney and client designed?

You will serve as the client's primary point of contact with our legal team and work closely with our Client Services Coordinators, Estate Planning Design Attorneys, and Signing Coordinators to make sure every estate plan moves efficiently and accurately from sign-on through signing.

What You'll Be Doing

Own and Manage Your Matters:

You will manage multiple estate planning matters simultaneously and be expected to know where each of your matters stands.

Your Responsibilities Will Include

• Serve as the client's primary legal-team point of contact after they hire the firm.
• Manage the estate planning matter from engagement through signing.
• Maintain excellent and proactive communication with clients.
• Manage timelines, deadlines, and next steps.
• Know what is happening with each assigned matter without waiting for someone to ask.
• Identify matters that are stalled, missing information, or at risk of falling behind.
• Think ahead and anticipate what will be needed at the next stage.
• Coordinate with our Client Services Coordinators to obtain missing information and complete administrative follow-up.
• Work closely with our Estate Planning Design Attorneys to make sure matters are ready for attorney review and design.
• Keep client information and matter status accurate and updated in our systems.

You own your matters and are responsible for helping move them across the finish line.

Prepare Estate Plans For The Next Stage

You will make sure each matter is organized, complete, and ready before it moves forward.

This Includes

• Review exactly what the client hired the firm to prepare.
• Review and understand the attorney-approved estate plan design.
• Verify client names, family information, beneficiaries, fiduciaries, assets, and other planning information.
• Review asset inventories for completeness.
• Identify missing or inconsistent information.
• Make sure required waivers, acknowledgments, letters, inventories, and supporting documents are completed.
• Maintain and update estate planning and production checklists.
• Complete accurate data entry and maintain clean client information throughout our systems.
• Organize information so attorneys are not spending valuable time searching for routine information or discovering preventable missing items.
• Flag anything requiring attorney judgment or legal analysis for the Estate Planning Design Attorney.

Quality Control Is a Major Part Of This Position

You are one of the final sets of eyes making sure the estate plan reflects what the client and attorney actually designed.

After the estate plan is prepared, you will review the entire plan as a package before it moves to our Signing Coordinator for final Proof & Print.

You Will Review For

• Correct names and personal information.
• Correct beneficiaries and fiduciaries.
• Consistency throughout all documents.
• Alignment with the attorney-approved estate plan design.
• Inclusion of all documents the client hired the firm to prepare.
• Completed schedules, inventories, exhibits, waivers, letters, and supporting documents.
• Missing information.
• Conflicting information or instructions.
• Information that does not match across systems or documents.
• Anything that simply does not make sense and needs to be brought to the attorney's attention.

We are looking for someone who doesn't assume something is correct simply because someone else entered it.

You notice things. You ask questions. You verify.

Accuracy matters tremendously in estate planning.

You Must Be Highly Tech-Savvy

Technology is a significant part of this position.

You Must Be Someone Who

• Learns new software quickly.
• Is comfortable working in multiple technology platforms throughout the day.
• Is highly accurate with data entry.
• Understands the importance of maintaining clean and consistent client data.
• Can use technology to organize and manage a high volume of matters.
• Can follow technology-based workflows and processes.
• Notices when information in one system doesn't match information somewhere else.
• Is comfortable troubleshooting basic technology issues rather than immediately becoming stuck.
• Adapts quickly as systems and processes improve.
• Understands that technology should help us provide a faster, more accurate, and better client experience.

WealthCounsel Experience

WealthCounsel experience is a HUGE plus and candidates with WealthCounsel experience will receive strong preference.

If you already understand WealthCounsel, estate planning documents, and the general workflow of an estate planning law firm, we want to hear from you.

Prior experience with legal practice-management systems, CRM platforms, document automation, electronic signatures, and other legal technology is also highly valued.

You May Be a Great Fit If You Are

• Extremely organized. You can manage many matters at different stages without losing track of deadlines, details, or next steps.
• Detail-oriented. You notice when a name is spelled differently, information doesn't match, a document is missing, or something simply doesn't make sense.
• Accurate. You understand that names, dates, numbers, beneficiaries, fiduciaries, assets, and instructions matter.
• Proactive. You don't wait until something becomes overdue to realize it hasn't been completed.
• Someone who thinks ahead. You are already thinking about Steps 4 and 5 while completing Step 3.
• Great with clients. You communicate warmly, professionally, and confidently and understand that clients need to know what is happening with their matter.
• Comfortable with data. There is significant data entry, review, verification, and updating involved in this position, and accuracy is critical.