Estate Planning Pipeline Manager/Case Coordinator

About the Role We are a modern, client-focused estate planning law firm looking for an exceptional, systems-driven Estate Planning Pipeline Manager . This is not just a standard legal assistant role; you will be the air traffic controller of our entire Estate Planning (EP) workflow. From the moment a client submits their initial intake to the final funding audit, you will ensure no detail is missed, deadlines are met, and our clients receive a seamless, world-class experience. If you love workflows, tech tools, checklists, and making sure a multi-step process runs like a finely tuned machine, you will thrive here. Key Responsibilities 1. Workflow & Drafting Coordination Monitor incoming client intake forms via our practice management software (Lawcus) and initiate the drafting process. Operate estate planning drafting software to generate initial document sets. Coordinate internal review loops between team members, tracking revisions and corrections (using video tools like Loom). Manage client-facing communications during the draft review phase, ensuring clients receive their documents, explainer videos, and necessary onboarding materials. Coordinate real estate deed funding tasks early in the workflow to ensure seamless asset transfers. 2.

Signing Ceremony Prep & Execution Preparation:

Assemble physical and digital client deliverables, including printing final estate documents, preparing invoices, organizing signature flags/stickers, creating healthcare cards, and compiling the final legacy folders.

The Ceremony:

Lead or assist in the client signing meeting. Review documents with clients, answer non-legal process questions, ensure flawless execution of witnessing and notarization, and process final payments.

Post-Signing:

Handle the immediate backside administrative tasks, including scanning/copying executed documents, filing originals into our fireproof safe, updating Lawcus, and sending personal thank-you notes. 3. Post-Closing Asset Funding & Auditing Manage the deed recording process, including drafting checks for local recording fees and verifying completion. Schedule and conduct 30-day post-closing funding audit phone calls with clients to ensure they have updated their beneficiary designations and bank accounts. Ensure client fiduciaries (trustees/executors) are successfully onboarded to our online training community. Issue final closing letters, return recorded deeds, and manage our client review and testimonial outreach. Place clients on our long-term annual review calendar.

Qualifications & Skills The Ultimate Organizer:

You are obsessed with checklists, deadlines, and tracking systems. Nothing drops through the cracks on your watch.

Tech-Savvy:

You adapt quickly to modern software. Experience with CRM/Legal tech (Lawcus), video messaging (Loom), online communities (Skool), and document automation software is a massive plus.

Warm & Professional Communication:

You will be a primary point of contact for our clients during sensitive life planning. A compassionate, polished phone and email manner is non-negotiable. High Attention to

Detail:

Estate planning requires strict accuracy. A single missed signature or unrecorded deed is a liability—you must be meticulous.

Notary Public:

Must currently be a New York State Notary Public, or willing to obtain certification immediately upon hire. What We Offer Competitive salary commensurate with experience. A supportive, innovative, and tech-forward office environment. The opportunity to genuinely impact families by ensuring their legal legacies are secure.

Pay:

$26.03 - $31.35 per hour

Benefits:

Disability insurance Paid sick time Paid time off

Work Location:

In person