Fiduciary Operations Coordinator

Who We Are VES is a boutique, women-owned fiduciary and estate services firm supporting individuals and families through significant life transitions. Our work includes trust and estate administration, financial organization, healthcare coordination, and hands-on client support across a wide range of personal and operational matters. We are a collaborative team that values professionalism, empathy, accountability, communication, and continuous improvement. The work is meaningful, detail-oriented, and often fast-moving. This is a strong fit for someone who enjoys solving problems, staying organized, taking ownership of their work, and making a meaningful impact through what they do. This is an opportunity to build a long-term career within a unique and evolving field alongside a supportive team that values initiative, learning, collaboration, and growth. About the Role We are seeking a highly organized and detail-oriented professional with experience in legal, financial, trust administration, or related environments to support the Professional Fiduciary in managing active trust and estate cases. This role combines trust administration support, client communication, operational coordination, and real-world case management within a growing fiduciary practice. No two days are exactly the same. The work requires someone who can manage multiple moving pieces, think critically, communicate professionally, and follow through consistently. The ideal candidate is proactive, adaptable, systems-minded, and comfortable working both independently and collaboratively. This role is best suited for someone who enjoys learning, improving processes, solving problems, and helping meaningful work move forward. While experience in trust administration, estate planning, or probate is strongly preferred, we are also open to candidates with transferable legal or financial experience who are eager to learn. Key Responsibilities Trust & Estate Administration Assist in the administration of trusts and estates, including tracking required steps and case progression Maintain organized trust files, documentation, and correspondence Coordinate with attorneys, CPAs, financial institutions, and other professionals Support beneficiary communications and administrative follow-up Ensure deadlines and deliverables are met accurately and on time Proactively identify next steps and assist in advancing cases through each phase of administration Trust Administration & Asset Coordination Coordinate valuations for real estate, vehicles, jewelry, and personal property Interface with insurance carriers and assist with coverage-related matters Work with appraisers, brokers, vendors, and service providers to obtain and track documentation Maintain organized asset inventories across multiple cases Manage multi-step coordination efforts and ensure timely follow-through Client & Case Coordination Assist with client onboarding, document intake, and file setup Draft professional correspondence, summaries, and internal notes Communicate with clients and families with discretion, empathy, and professionalism Operations & Administrative Support Manage calendars, scheduling, and case logistics Coordinate vendors and third-party service providers Handle communication flow (mail, phone, email) with attention to detail Support internal systems, organization, and workflow improvement Required Qualifications Experience working in a law firm, legal environment, financial setting, or related professional office Background in trust administration, probate, or estate planning strongly preferred Strong writing, organizational, and communication skills Ability to manage multiple priorities and meet deadlines High attention to detail and ability to review work carefully for accuracy Ability to work independently and follow through Professional demeanor, reliability, accountability, and strong interpersonal skills Preferred Experience Experience in trust administration, probate, estate planning, legal support, or related work Experience coordinating with appraisers, insurance carriers, vendors, or third-party professionals Experience with filing or preparing court-related documentation Experience in operational, financial, or legal support roles Familiarity with systems such as Outlook, Microsoft Office, Asana, Clio, or similar platforms Compensation & Schedule Full-time, in-office position Compensation starts at: $35 / hour, depending on experience and qualifications Professional development support, including potential sponsorship for role-relevant certifications and training on a case-by-case basis Final Note This is an opportunity to join a growing fiduciary firm where your work directly impacts individuals and families navigating important life transitions. We value people who bring technical skills, thoughtful communication, initiative, empathy, and a genuine desire to contribute to meaningful work. For the right person, this role offers the opportunity to grow within a unique and evolving field alongside a supportive, collaborative team. If you are someone who enjoys learning, solving problems, building systems, and making a difference through your work, we encourage you to apply.

Pay:

From $35.00 per hour

Benefits:

Professional development assistance Application Question(s): What attracted you to apply and why do you think it would be a good fit? What type of work environment brings out your best performance, and what type of environment tends to drain you? Briefly describe any experience you have working with sensitive or confidential information. This role requires a combination of professionalism, empathy, critical thinking, organization, and initiative. Which of those qualities do you feel are your strongest, and why? Where would you be commuting from? (City and State) VES maintains a fragrance-free workplace due to medical sensitivities. This includes avoiding scented products such as perfumes, lotions, and laundry detergents. Are you able to comply with this requirement? Briefly describe any experience you have related to trust administration, estate planning, probate, legal support, or financial operations.

Work Location:

In person