Estate Administrator

Rubin and Rudman LLP

Boston, MA

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JOB DETAILS

SALARY

$75,000–$130,000 Per Year

SKILLS

Accounting, Administrative Skills, Banking Regulations, Billing, Bookkeeping, Contact Management, Corporate Banking, Estate Planning, Federal Tax, Fiduciary, Financial Reporting, Follow Through, Fund Management, High Net Worth, Income Tax, Interpret Regulations, Legal, Legal Documents, Liens, Life Insurance, Microsoft Excel, Microsoft Outlook, Microsoft Word, Multitasking, Organizational Skills, Presentation/Verbal Skills, Probate, Project/Program Management, Resolve Customer Issues, Status Reports, Tax Returns, Tax Software, Team Player, Time Management, Value-Added Tax (VAT), Writing Skills

LOCATION

Boston, MA

POSTED

1 day ago

ESTATE ADMINISTRATOR

Rubin and Rudman is seeking a self-motivated, experienced Estate Administrator to assist the attorneys in the Trusts and Estates Department with all aspects of estate administration, including servicing clients, personal representatives and beneficiaries, while maintaining positive contact with attorneys and staff and observe confidentiality of client and firm matters.

RESPONSIBILITIES:
• Draft, read, and interpret legal and estate planning documents, including but not limited to, wills, trusts, trustee appointments, trustee acceptances and trustee resignations.
• Responsible for administering estates, including high net worth estates with complex assets.
• Prepare and file probate court documents, including inventories and formal accountings.
• Prepare formal and informal summaries, accountings, and status reports for clients, beneficiaries and attorneys.
• Collect assets, value assets, assist with the transfer of property to beneficiaries, and fund formula distributions to marital trusts, estate tax exempt trusts and GST tax exempt and nonexempt trusts.
• Preparation of estate tax returns.
• Keep track of probate and tax filing deadlines and ensure all filings are timely.
• Process statements and receipts for estate and trust accounts.
• Oversee and manage distributions to beneficiaries, bill pay, fees, tax payments and work with advisors to maintain cash balances.
• Preparation and balancing of estate and trust accountings.
• Address client inquiries in a timely and effective manner.
• Obtain new taxpayer identification numbers for estates and trusts, assist custodian of assets to step up basis of assets (when applicable), properly open new accounts and retitling of assets and general bookkeeping.
• Obtain release of estate tax liens (when necessary).
• Work with outside accounting firm to provide information needed to prepare fiduciary income tax returns, including experience with 645 elections and estates operating on a fiscal year end.
• Be a reliable, responsive, confident resource to attorneys, fiduciaries and family members throughout the estate and trust administration process.
• Handle special projects or additional responsibilities as assigned from time to time by the attorneys in the Department.
• Communicate with trust and estate beneficiaries regarding distributions. Attend beneficiary and administration meetings with clients and attorneys.
• Record billable time daily and pay finalized invoices from managed funds, if applicable.
• Organize, scan, copy, and fax legal documents in a timely manner.
• Update and organize electronic and physical files for easy access.

KNOWLEDGE, SKILLS AND ABILITIES:
• Bachelor's degree or equivalent knowledge and experience required.
• A minimum of five years of experience in estate administration, preferably in a law firm, bank or corporate trustee firm. Trust administration experience a plus.
• Experience with preparing Massachusetts and federal estate tax returns.
• Proficient in Microsoft Word, Excel, Outlook, EVP, CCH Axcess or similar tax preparation software.
• Excellent project management skills, including well-organized, diligent at follow-up, self-directed follow-through, and able to effectively manage multiple projects simultaneously.
• Excellent written and verbal communication.
• Professional attitude, reliable, strong work ethic and ability to demonstrate impeccable integrity in personal and fiduciary matters.
• Experience working directly with high net worth clients and their outside advisors (attorneys, accountants, financial advisors, life insurance agents).
• Able to work independently as well as in a team environment, including the ability to build collaborative working relationships with other paralegals, attorneys and staff.

The firm's expected salary range for this position is 75,000-130,000. Actual salary will be determined based on education, experience, internal equity and other job-related factors, consistent with applicable law.

Rubin and Rudman LLP is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.

About the Company

Rubin and Rudman LLP

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