Legal Administrative Assistant and Funding Coordinator

Progeny Law Firm; Baton Rouge (LA); On-site; USD 23,000 - 34,000; Full time

Job summary

Progeny Law Firm in Baton Rouge, LA seeks a Funding Coordinator to ensure client assets are retitled into trusts and properly designated. You will manage a busy caseload, communicate with clients and financial institutions, and collaborate with attorneys, paralegals, and support staff.

You will be on the phone daily, explain processes clearly, and maintain meticulous records while supporting trust administration tasks as needed.

Qualifications

• Bachelor's degree or equivalent preferred.
• Two+ years in a law firm, bank, title company, or financial services handling client files and transfers.
• Strong phone presence with clients and ability to explain processes clearly.
• Detail-oriented with accurate names, numbers, and legal descriptions.

Responsibilities

• Meet with clients after signing to review asset lists and explain steps for each asset.
• Prepare funding instruction letters and required forms for attorney review.
• Coordinate deeds transferring Louisiana immovable property and record with parish Clerk of Court.
• Contact financial institutions to confirm requirements and submit transfer paperwork.
• Track assets and update status notes in the case management system.
• Call and email clients with regular status updates and respond to questions.
• Obtain updated statements or deeds to confirm completed transfers and file them.
• Prepare a funding completion summary for each client.
• Report weekly funding numbers and flag stalled matters on the scorecard.
• Assist clients with funding updates after life events and support trust administration work as needed.

Skills

Client communication

Organizational skills

Attention to detail

Phone etiquette with clients

Education

Bachelor's degree preferred

Tools

Microsoft 365

Actionstep

Clio

Job description

FUNDING COORDINATOR Progeny Law Firm | Baton Rouge, LA | Full-time, in office Compensation: $17 to $25 per hour, depending on experience and qualifications

About the firm

Progeny Law Firm is a boutique estate planning practice in Baton Rouge. We help families with wills, trusts, successions, and trust administration. We take our time with clients and build long relationships with them, and we expect the same care from everyone on the team. Our office is at 4459 Bluebonnet Blvd.

About the role

A trust only works if the assets are actually in it. The Funding Coordinator makes sure that happens. After a client signs their estate plan, you own the process of getting their home, accounts, and other assets retitled into the trust or set up with the right beneficiary designations, and you keep the client informed until every item is done.

This is a client-facing role with a lot of moving parts. You will be on the phone with clients, banks, brokerage firms, and insurance companies every day, and you will manage a caseload of 30 to 60 open funding matters at any given time. You report to the attorney and work closely with our paralegals and receptionist.

What you will do

• Meet with clients after signing to review their asset list and explain what needs to happen for each asset
• Prepare funding instruction letters, account retitling forms, beneficiary designation forms, and assignments for the attorney's review
• Coordinate with the attorney and paralegal on deeds transferring Louisiana immovable property into trust, and see them through recording with the parish Clerk of Court
• Contact financial institutions to confirm their requirements, submit paperwork, and follow up until the transfer is complete
• Track every asset for every client in Actionstep and keep status notes current so anyone on the team can see where a matter stands
• Call and email clients with regular status updates, answer their questions, and get them what they need to finish their part
• Confirm completed transfers by obtaining updated statements, recorded deeds, or written confirmation, and file them in the client's matter
• Prepare a funding completion summary for each client once all assets are in place
• Report weekly funding numbers for the firm scorecard and flag matters that are stalled
• Help clients update funding after life changes (new accounts, refinances, property sales) and support the attorney on trust administration asset work when needed

What we are looking for

• Bachelor's degree preferred
• Two or more years in a law firm, bank, brokerage, title company, or financial services office handling account paperwork, transfers, or client files
• Comfortable on the phone with older clients who may be anxious or unfamiliar with the process, and patient enough to explain things more than once
• Organized to a fault. You keep a tracker current, follow up without being reminded, and nothing falls through the cracks
• Careful with details. Names, account numbers, and legal descriptions must match exactly
• Able to read a bank or brokerage statement and a property description and know what you are looking at
• Proficient in Microsoft 365; experience with Actionstep, Clio, or another legal case management system is a plus
• Louisiana notary commission is a plus, not a requirement
• Familiarity with revocable trusts, successions, or estate planning terms is a plus; we will train the right person

Why this role

You will see the direct result of your work: a family whose plan will actually hold up when they need it. The firm is small enough that your work is visible and your ideas are heard.

Progeny Law Firm is an equal opportunity employer.