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

Salary : $26 - $31