What are the responsibilities and job description for the Legal Assistant - Funding Coordinator position at Law Office of Mark McMullin?
Overview
The Law Office of Mark McMullin is seeking a highly organized, detail-oriented Funding Coordinator to join our estate planning team. This position owns the trust funding process from start to finish — coordinating with financial institutions, life insurance companies, and clients to ensure every asset is properly retitled and every account is correctly funded into the trust.
This is a growing, fast-paced, deadline-driven office. We handle a large amount of estate plans a month, and every funding item needs to be complete by the required deadline. The right person is not a procrastinator — they're proactive, self-directed, and genuinely enjoys checking things off a list before anyone has to ask.
Key Responsibilities
- Own the funding process for each client file
- Follow up with clients promptly on any missing information or "homework" items they're responsible for providing
- Contact financial institutions, life insurance companies, banks, and credit unions to obtain and prepare the correct forms to change policy ownership and update payable-on-death (POD) / transfer-on-death (TOD) beneficiary designations
- Ensure all funding-related forms are accurate and ready for client signature at the review and signing meeting
- Track and record deeds into the trust with the county recorder
- Send signed documents back to the appropriate institution and follow up to confirm receipt and completion
- Maintain accurate, up-to-date funding status tracking for every active client file
- Manage a caseload of 15-20 active estate plans per month, ensuring all funding items are complete
- Meet with clients at binder pickup to review completed funding items, confirm outstanding client-side tasks have been addressed, and answer any questions — delivering a positive, professional client experience
- Draft and prepare documents using Word and Nitro PDF
- Communicate and coordinate via Google Calendar, Gmail, and Google Meet
- Work closely with our drafting team on client files
- Support the drafter and attorney with general legal assistant duties as needed
Qualifications
- High school diploma required; prior office, legal, financial, or estate planning experience preferred
- Experience with real estate-related work preferred (title work, county recorder processes, deed recording); on-the-job training provided regardless of background
- Exceptional attention to detail — this role manages financial transfers, beneficiary changes, and deed recordings where accuracy is critical
- Proven ability to work independently and manage a high-volume caseload with minimal supervision
- Very organized with strong follow-up and time-management skills; comfortable working against firm deadlines without letting items slip
- Resourceful problem-solver, comfortable calling institutions repeatedly and tracking down information until it's resolved
- Written and verbal communication skills; professional and pleasant with client interactions
- Comfortable working with everyday productivity and AI tools
- Willingness to become a notary after hire (not required at time of application)
- Ability to maintain confidentiality and handle sensitive client and financial information professionally
Pay: $21.00 - $26.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- This role involves juggling a high-volume caseload where every client file has a deadline that can move up without notice, requires persistent follow-up with financial institutions and insurance companies who don't always make it easy to get the paperwork you need, and involves face-to-face client meetings where you sometimes have to deliver news they weren't hoping for. Walk us through a specific situation from a past role where you had to stay organized under a tight deadline, push through a frustrating back-and-forth with an outside party to get something resolved, and still keep the person on the other end feeling taken care of. What did you do, and how did it turn out
Work Location: In person
Salary : $21 - $26