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• Analyze estate planning and trust administration documents to identify outdated, missing, incomplete, or inconsistent materials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