Legal Project Manager / Estate Planning Specialist

About the Role

Are you an exceptionally organized coordinator who loves bringing order to complex workflows and delivering a world-class client experience?

We are a boutique estate planning firm seeking a Legal Project Manager / Estate Planning Specialist to own our end-to-end client journey. In this role, you won't just be pushing paper—you will be the engine of our firm. You will manage our client pipeline from initial intake to the final delivery of their legacy materials, keeping every file, timeline, and digital workflow running flawlessly.

This is a highly collaborative, high-impact role perfect for a detail-oriented professional, paralegal, or project manager who takes pride in flawless execution and loves building warm relationships with clients.

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