Estate Planning Production Coordinator Lang Hall Law, Chartered — Bradenton, Florida Part-time | Approximately 15-20 hours per week | Primarily in-office $25-$32/hour, depending on experience Lang Hall Law is a small estate planning and elder law firm serving individuals and families with estate planning, probate, trust administration, and long-term-care planning. We are looking for an exceptionally organized person to own our estate-planning production process from completed attorney design through signing, internal processing, recording, final document delivery, and administrative closing. This is not simply a position for someone who waits for an attorney to assign the next task. The right person enjoys knowing where every matter stands, anticipating what needs to happen next, following up on unfinished items, catching inconsistencies, and bringing projects all the way across the finish line. What You Will Own Once the attorney has completed the legal design of an estate plan, you will be responsible for keeping the administrative and production process moving.
Your responsibilities will include:
Maintaining and advancing the estate-planning production pipeline Following up with clients to obtain missing information Reviewing files for completeness before drafting begins Entering and organizing client information in estate-planning and practice-management systems Coordinating document drafting and tracking outstanding drafts Preparing materials for attorney review Tracking corrections and ensuring approved changes are completed Scheduling client signing appointments Coordinating witnesses and notaries Preparing, printing, and organizing signing packages Preparing incapacity and ancillary estate-planning documents from established firm systems and templates Scanning and properly saving executed documents Electronically submitting deeds and other documents for recording Mailing correspondence to third parties where appropriate Monitoring recordings through acceptance and promptly addressing rejected submissions Preparing estate-planning binders and final client materials Coordinating final document delivery and funding follow-up Maintaining accurate matter status in the firm's workflow system Identifying stalled matters and taking appropriate action without waiting for the attorney to discover them You will not be expected to make legal decisions. An important part of this position is recognizing the difference between an administrative issue you can resolve and an issue requiring attorney judgment. What Success Looks Like A successful Estate Planning Production Coordinator can answer, at any time: Where is this matter? What is waiting to happen? Who is responsible for the next step? When is it due? The attorney should not have to routinely inspect the pipeline to discover missed deadlines, rejected recordings, unscheduled signings, incomplete files, or matters that have quietly stopped moving. You will be expected to take ownership of assigned workflows through actual completion , not merely completion of an intermediate task. For example, submitting a deed for recording is not the finished task. The finished outcome is confirmation that the deed was accepted and recorded—or that a rejection was identified, appropriately addressed, and resubmitted. You May Be a
Strong Fit If You:
Are highly organized and naturally follow things through to completion Notice when something is missing, inconsistent, late, or unusual Are comfortable taking initiative without exceeding your authority Can manage multiple client matters at different stages without losing track of them Enjoy checklists, systems, deadlines, and improving processes Communicate professionally and warmly with older clients and their families Are comfortable learning new technology Can follow detailed procedures while still recognizing when something does not look right Prefer being responsible for an outcome rather than simply receiving a list of tasks Are dependable about your agreed work schedule and communicate promptly when a deadline or commitment cannot be met Experience Experience in estate planning, probate, elder law, real estate, title work, or another document-intensive legal practice is particularly valuable but not required. Experience with any of the following is helpful but not required: WealthCounsel LEAP DecisionVault Simplifile or other electronic recording platforms Microsoft 365 SharePoint Adobe Acrobat Trello or other workflow/project-management systems We are willing to train the right person on our particular software and procedures. Schedule This is a part-time position of approximately 15-20 hours per week . The position is primarily in-office in Bradenton. We are looking for someone who can commit to a reasonably consistent weekly schedule rather than fitting the work unpredictably around other obligations. Some flexibility and work-from-home options may become available after training and demonstrated mastery of the firm's systems. Compensation $25-$32 per hour , depending upon relevant experience and demonstrated ability. How We Hire Candidates selected for further consideration will participate in a short initial interview. Finalists may then be invited to complete a paid practical exercise using a fictional client matter. The exercise is designed to evaluate organization, attention to detail, follow-through, communication, and judgment—not knowledge of our particular software. We value accuracy, initiative, accountability, good judgment, and kindness toward clients. If you enjoy being the person who makes sure things actually get finished, we would like to hear from you.
Pay:
$25.00 - $32.00 per hour Expected hours: 15.0 - 20.0 per week Application Question(s): Are you able to work approximately 15-20 hours per week, primarily in our Bradenton office, on a reasonably consistent weekly schedule? A client's estate-plan signing is tomorrow. While preparing the documents, you notice that the client's name is spelled differently in two places in the file. What would you do? Tell us about a situation in which you were responsible for getting something completed but another person, vendor, or organization had to act before you could finish it. How did you make sure it didn't fall through the cracks? A deed you electronically submitted on Tuesday is rejected on Thursday. The attorney is in client meetings for the remainder of the day. What would you do? Are you a notary public or able to become a notary public within 30 days of hire?
