Paralegal | Estate and Probate | West Palm Beach

Shutts & Bowen LLP; West Palm Beach (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Shutts & Bowen LLP in West Palm Beach, FL is seeking a full‑time Estate and Probate Paralegal to support the Private Client Services group. You will handle drafting, filing, and managing probate documents across Florida counties, ensuring accuracy and timeliness.

The ideal candidate has extensive probate document drafting, filing, and case management experience, strong organizational and communication skills, and the ability to work independently or as part of a team in a fast paced environment.

Qualifications

• Bachelor’s degree or equivalent experience and proven probate paralegal track record.
• Experience drafting, filing, and managing probate documents across jurisdictions.
• Proactive, highly organized with strong communication and client service skills.
• Proficiency with law firm software and ability to handle complex matters.

Responsibilities

• Draft, revise, and file estate and probate documents such as petitions and inventories.
• Maintain probate files and monitor deadlines across Florida counties.
• Prepare IRS forms related to estate taxes and handle client correspondence.
• Independent case management, client support, and research tasks as needed.
• Track and bill time to client files and manage electronic case files.

Skills

Microsoft Office

Communication

Multitasking

Detail oriented

Independent work

Education

Bachelor’s degree or comparable experience

Florida Registered Paralegal (FRP) preferred

10+ years probate paralegal experience preferred

Trust & estates experience in Florida preferred

Tools

iManage

SmartTime

Aderant

Job description

Shutts & Bowen LLP is seeking a full-time, experienced, highly organized, and detail-oriented Estate and Probate Paralegal to join our Private Client Services group in West Palm Beach, Florida. In this role, you will play a vital part in supporting complex estate and probate matters, ensuring precise document and pleading preparation and smooth case management.

The ideal candidate will bring years of experience in probate document drafting, filing, and case management in complex matters across multiple jurisdictions, an enthusiasm for mastering changing legal processes, exceptional organizational skills, clear communication skills with the ability to work independently and as part of a team, and a proactive approach to handling complex estate and probate cases.

This position performs a variety of paralegal support duties and delivers high-quality service, exhibiting commitment to integrity and excellence. Candidates for the role must have a thorough knowledge of law firm and practice specific processes and procedures, information technology systems, research tools, and a broad-based understanding of the estate and probate process.

The scope of responsibilities includes primarily drafting and filing estate and probate documents in all 67 counties of the State of Florida; independent case management, assisting with various IRS filings and procedures; trust administration, and preparation of client correspondence. In addition, responsibilities will also include (to a lesser extent) guardianship, client support, legal research, and other tasks as assigned. Time management, excellent communication, and organization are critical skills for this position.

Essential Functions

• Prepare and maintain probate files.
• Draft, revise, and file probate documents such as petitions, orders, inventories, and accountings.
• Ensure all probate documents are filed with the court on time and track deadlines.
• Monitor probate proceedings and update attorneys accordingly.
• Maintain current k nowledge of the rules of procedure governing probate courts, including the procedures to file pleadings with different courts in compliance with individual court requirements across multiple jurisdictions.
• Handle written and oral correspondence with clients, attorneys, and court personnel.
• Prepare IRS forms including federal Estate and Gift Tax returns (IRS Form 706 US. Estate (and Generation-Skipping Transfer) Tax Returns, Form 709 and Form 1023 (Application for Tax-Exempt Status) and related documents.
• Work closely with clients to answer general questions regarding status of administration and related assets.
• Prepare various corporate documents, including formation of various business and family entities (corporations, limited liability companies, and partnerships), transfers to and from such entities, transfer of ownership interests to various trusts, and drafting resolutions, and maintaining equity or stock ledgers.
• Tracking and billing time to client files.
• Managing electronic case files.

Required Skills/Abilities

• Working knowledge of Microsoft Office, including extensive knowledge of Outlook, Word, Excel and experience working with law firm case management and billing software required. Knowledge of iManage, SmartTime, and Aderant a plus.
• Ability to work efficiently and effectively under pressure and time constraints.
• Ability to effectively balance assignments and workflow.
• Ability to multitask and handle multiple responsibilities and high volume is crucial.
• Strong attention to detail, initiative, and follow-through required.
• Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.
• Establish and maintain effective working relationships with employees, other departments, vendors, and the public.
• Significant client facing experience.
• Familiarity with financial documents and tax returns.
• Work in collaboration within a group and individually to ensure that clients are satisfied, includes the desire to understand client concerns and build trust.

Education And Experience

• Must have bachelor’s degree or comparable experience.
• Florida Registered Paralegal (FRP) preferred.
• Must have a minimum of five years of law firm administrative experience, preferably ten or more as a probate paralegal.
• Trust and estates experience in Florida preferred.
• Large law firm experience is desired.

Physical Demands

The physical demands described here are those that an employee must meet to perform the essential functions of this job successfully, including typing/using a keyboard, as well as writing by hand. The employee is regularly required to talk or hear. Specific vision abilities required by this job include close and distance vision, color vision, and the ability to adjust focus.

The above description outlines the general nature of the work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications of employees assigned to this job. Individuals may be assigned other duties, including work in different functional areas to cover absences or provide relief, equalize peak work periods, or otherwise balance the workload.

Shutts & Bowen LLP is an equal opportunity employer.