Job Description

We are seeking a detail-oriented and proactive Estate Administration Coordinator to join our team. This role goes beyond simply completing forms—it requires someone who can understand the entire estate administration process, keep projects moving forward, and ensure a seamless experience for clients. The ideal candidate will be solutions-driven, highly organized, and capable of learning and growing within the role.  This role would be a great fit for someone with a financial, banking, legal or other related interests or background. Please also submit a cover letter along with your resume when applying.

Key Responsibilities 

• Manage the estate administration process from start to finish, ensuring timely completion of all steps. 

• Manage multiple cases and deadlines in a fast-paced environment while ensuring accuracy and compliance. 

• Communicate effectively with clients to gather information, provide updates, and address questions. 

• Collaborate with team members to maintain workflow efficiency and resolve issues proactively. 

• Review and organize documentation with accuracy and attention to detail. 

• Identify process improvements and implement solutions to enhance client experience. 

• Gather, organize, and manage information regarding the decedent's assets, liabilities, and beneficiaries. 

• Prepare and submit state inheritance tax returns, inventories, and other tax-related filings.  

• Communicate professionally with clients, beneficiaries, financial institutions, court personnel, and other parties involved in the administration process. 

• Provide clients with updates on the progress of the administration process and address any questions or concerns. 

• Prepare, proofread, and finalize correspondence and legal documents for attorney review. 

• Prepare financial accountings and reports related to the administration of estates or trusts. 

• Ensure compliance with deadlines and procedural requirements for court and tax filings. 

• Collaborate with accountants and tax professionals to gather necessary information for tax filings. 

• Assist in the valuation and liquidation of estate assets, including real property, investments, and other assets, and prepare and file necessary documents for asset transfers and title changes. 

• Maintain strict confidentiality of all client and firm matters in accordance with firm policies. 

Qualifications 

• Previous experience in the financial services industry or related field preferred. 

• Strong organizational skills and ability to manage multiple priorities. 

• Excellent verbal and written communication skills. 

• Ability to learn quickly and adapt to changing processes. 

• Solutions-oriented mindset with a proactive approach to problem-solving. 

• Comfortable working independently and as part of a team. 

Compensation based on experience 

Who We Are  

Chubb Law Firm PC is a boutique law firm in Folsom, California focusing on elder law, special needs, and modern estate planning and administration (no litigation). Every day, we help people protect everything they have and everyone they love by creating custom plans for modern families and creating peace of mind.  We believe in persistence, trust, and relationships.  Our mission is to help people and bring them peace of mind during times that can be very chaotic. 

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