Estates Review & Quality Specialist - Hybrid

The Estates Review & Quality Specialist is responsible for supporting the firm’s estate planning review process through the coordination, organization, workflow management, and quality control of client estate planning documents and AI-generated estate planning summaries. This role serves as a critical member of the Estate Services team, acting as the initial reviewer of estate planning materials submitted by advisors to ensure completeness, accuracy, and proper documentation prior to attorney and client review.

This position combines substantive knowledge of estate planning and trust administration documents with operational workflow management and technology-enabled review systems. The role also serves an important operational function in managing the Estate Services workflow queue and coordinating the progression of estate planning review assignments across the team. The ideal candidate is highly organized, detail oriented, collaborative, and comfortable working in a fast-paced environment alongside estate attorneys, advisors, and cross-functional teams.

Duties and Responsibilities:

• Review estate planning documents submitted by advisors to verify completeness, organization, and inclusion of current governing documents

• Analyze estate planning and trust administration documents to identify outdated, missing, incomplete, or inconsistent materials

• Facilitate the intake and workflow management process for the firm’s AI-enabled estate planning review platform

• Generate AI-based estate planning summaries and conduct high-level quality reviews for accuracy, consistency, and clarity prior to distribution to advisors and clients

• Initiate AI-enabled estate planning reports and coordinate with Estate Services team members in producing client meeting deliverables

• Manage and monitor the Estate Services assignment queue, including intake, prioritization, routing, tracking, and timely progression of estate planning review matters

• Serve as a primary coordinator for incoming estate review requests, ensuring assignments are appropriately organized, documented, and distributed within the Estate Services team

• Maintain workflow visibility across active estate planning reviews and follow up proactively on outstanding items, pending documentation, and status updates

• Coordinate deadlines and workflow priorities in a fast-paced environment to support timely advisor, attorney, and client deliverables

• Coordinate document collection and follow-up requests with advisors and internal teams as needed

• Collaborate closely with estate attorneys and internal planning teams to support efficient review processes and consistent client service standards

• Assist with identifying workflow improvements, process efficiencies, and operational enhancements related to estate review systems and technology

• Maintain accurate records, file management, and tracking systems within CRM and document management platforms

• Organize and schedule meetings between team members, departments, advisors, clients, vendors, and third-party affiliates

• Manage communications and onboarding for external partnering attorneys

• Act as a liaison with accounts payable and third-party affiliates for invoicing

• Communicate with external service provider, vendors and third-party affiliates

• Is available for in-person meetings as requested to support client, prospect, and other firm related events

• Communicate professionally and effectively with advisors, attorneys, and internal stakeholders regarding case status, outstanding documentation, and workflow updates

• Exercise sound judgment and discretion when handling confidential client information and sensitive estate planning matters

• Adhere to all company policies and procedures and perform business functions with focus on consistency, quality, compliance, and client service excellence

• Perform additional duties and special projects as assigned in support of the Estate Services team

• Bachelor’s degree required
• Minimum 3–5 years of experience in estate planning, trust administration, legal operations, or related trusts and estates support role
• Excellent professional communication and computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel, and Outlook). Knowledge of Salesforce, Monday.com is required.  Knowledge of eMoney a plus
• Prior experience as a trusts and estates paralegal, legal assistant, trust administrator, or similar role strongly preferred
• Demonstrated understanding of estate planning documents, including revocable trusts, wills, powers of attorney, healthcare directives, and related ancillary documents
• Familiarity with trust administration concepts and fiduciary documentation preferred
• Strong organizational skills with ability to manage multiple priorities and deadlines in a fast-paced environment
• Exceptional attention to detail and commitment to quality and accuracy
• Strong written and verbal communication skills
• Ability to work collaboratively within a team-oriented environment of attorneys, advisors, and operational professionals
• Demonstrated ability to learn and utilize technology platforms, workflow systems, CRM tools, and AI-enabled applications
• Proficiency in Microsoft Office Suite and document management systems
• Ability to work independently, exercise discretion, and maintain confidentiality with sensitive client information
• Self-motivated with strong follow-through, problem-solving skills, and professional judgment
• Experience at a legal, trust services, wealth management, or project management firm a plus

Compensation: Our base pay range is $85,000.00 - $100,000.00 (per year)

What We Offer
We offer a highly competitive suite of holistic benefits designed to help our team members balance their personal and professional life commitments. These include options designed to encourage employee's health, happiness, and financial well-being.

• 11 Paid Holidays + 2 floating holidays

• 3 Weeks PTO

• Paid Volunteer Time

• Paid Parental Leave 

• Flexible Work Schedule

• Highly subsidized Health, Dental, and Vision Plans

• 401k Retirement Account with company match contributions

• Free Mental Health services, Life Insurance, Long & Short-Term Disability Insurance

• Flexible Spending Accounts and Health Savings Accounts

• Employee Financial Education

• Employee Educational Expense Reimbursement

• Employee Charitable Donations

• Employee Referral Incentives

• Employee Team Building Activities

• Employee Assistance Program

EPWA is an equal opportunity employer. Prospective employees will receive consideration without discrimination because of race, creed, color, sex, gender, gender expression, gender identity, sexual orientation, age, religion, national origin, ancestry, mental disability, physical disability, medical condition, genetic information, marital status, military and veteran status, or any other basis protected by law.

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