Trust and Estate Coordinator (Wealth Coordinator)

Golden Oaks Law Group, LLP; Upland (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Golden Oaks Law Group, LLP in California seeks a Trust and Estate Coordinator to help clients preserve their legacy and optimize tax efficiencies. You will work with estate planning professionals, financial advisors, and legal experts to develop funding and settlement plans, and prepare related forms.

You will be responsible for drafting funding and settlement plans, coordinating with financial institutions, and assisting with asset discovery and tax reporting.

Qualifications

• Experience drafting estate planning documents and related correspondence.
• Ability to translate complex legal/financial steps for clients.
• Strong written and verbal communication with high attention to detail.
• Capable of managing multiple deadlines in a fast-paced environment.
• Knowledge of estate planning concepts and trust administration basics.

Responsibilities

• Draft funding and settlement plans with clients.
• Coordinate funding with financial institutions and legal teams.
• Assist with trust funding, asset discovery, and settlement processes.
• Maintain client relationships and provide proactive status updates.
• Prepare documentation for claims, distributions, and tax reporting.

Skills

Legal drafting

Client communication

Attention to detail

Time management

Team collaboration

Education

Bachelor's degree

Notary Public preferred

Tools

Legal document management software

Job description

The Company:

Golden Oaks Law Group, LLP is a full-service trust and estates law firm. The firm deals with all aspects of wealth management, wealth preservation, wealth transfer, and wealth disputes.

The Role:

We are seeking a dynamic and detail-oriented Trust and Estate Coordinator to join our team. Your expertise will help clients preserve their legacy, optimize tax efficiencies, and achieve their financial goals. This position offers an exciting opportunity to work closely with estate planning professionals, financial advisors, and legal experts to deliver comprehensive wealth transfer solutions. Your primary duties will involve drafting financial-related documents, working directly with clients to develop trust funding and settlement plans, preparing financial institution claim forms, and facilitating funding and settlement processes. This position is ideal for someone who has worked in banking or financial planning and wants to move into the legal side of the equation. Our experienced attorneys will teach you everything you need to know about asset protection and how trusts work in practice. The ideal candidate is proactive, highly organized, and passionate about helping clients navigate complex financial and legal landscapes.

Essential functions

Funding Responsibilities:

Client Engagement:

• Client Relationship Management: Build and maintain strong relationships with clients to ensure a seamless and satisfactory engagement.
• Virtual Consultations: Conduct professional Zoom meetings with clients to develop and present personalized funding and settlement plans.
• Proactive Reporting: Provide consistent, timely updates to clients as their matter moves through the funding or settlement process to ensure a seamless experience.
• Expectation Setting: Act as the primary point of contact to translate complex legal and financial steps into clear, actionable updates for the client.

Client Funding Management:

• End-to-End Funding Management: Develop and present personalized funding plans to clients, providing step-by-step guidance and completing all necessary financial institution or agency forms to ensure trusts are fully funded and functional
• Electronic Asset Integration: Facilitate the seamless transfer of ACH payments and automated deposits from personal accounts into newly established trust accounts.
• Risk Mitigation & Asset Analysis: Conduct thorough reviews to identify and address "at-risk" assets—such as real property and non-trust-eligible accounts that are currently excluded from the trust
• Contingency Planning & Compliance: Execute specialized funding plans for at-risk assets and secure formal waivers from clients who choose to decline or delay recommended funding support
• Professional Network Development: Build and maintain strategic connections with professionals in the financial field to expedite the funding process and streamline communication with external institutions.

Settlement Responsibilities:

• Comprehensive Asset Discovery & Valuation: Conduct exhaustive reviews of decedent assets, including obtaining precise date-of-death valuations for tax and distribution purposes. Serve as the firm's liaison to the assigned appraiser, preparing all necessary documentation and inventories to facilitate accurate appraisals of estate property
• Claim Processing: Prepare and file life insurance claims, pension distributions, and other death benefit applications.
• Financial Professional Relations: Work with the attorneys and the client’s financial professionals to identify and implement tax strategies that will achieve the most tax advantageous position for the client.
• Debt, Liability, and Creditor Management: Serve as the primary point of contact for all estate creditors; identify outstanding liabilities and negotiate settlements on the client’s behalf to ensure the systematic payment of final debts and administration expenses.
• Distribution Coordination: Draft distribution schedules and receipt/release forms to facilitate the transfer of assets to sub-trusts or final beneficiaries.
• Fiduciary Accounting: Prepare informal or formal accountings for beneficiaries, detailing all receipts, disbursements, and distributions during the settlement period.
• Tax Documentation Support: Gather necessary financial records to support the preparation of personal, estate, or fiduciary tax returns.

Required Education and Experience

• Bachelor’s degree, or equivalent combination of training and experience.
• Interest in pursuing Certified Trust and Fiduciary Advisor Certification a plus.
• Licensed Notary Public preferred.
• 2+ years of financial services or legal experience or related educational experience.
• Knowledge of basic estate planning and trust administration concepts and laws.
• Excellent drafting and proofreading skills with exceptional attention to detail.
• Ability to prioritize tasks, manage multiple deadlines, and work efficiently in a fast-paced environment.
• Strong communication and interpersonal skills, with the ability to work effectively with clients and internal team members.
• Experience using legal document management software or other relevant software tools.

Other duties

• Please note that this job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.