Paralegal / Office Coordinator- Trust & Estates

Job Summary: 

Our Naples office is seeking a paralegal with experience in Trusts and Estates. The employee must be capable of working in a fast-paced environment with time-sensitive materials and maintain strict confidentiality due to the nature of the position.

Essential Job Duties: 

• Manage the day-to-day administrative functions of the office
• Schedule meetings, appointments, due dates, client-related activities, and case dates on electronic calendars 
• Prepare and draft correspondence, memos, and legal documents
• Prepare and process outgoing correspondence through mail or fax; arrange for specialized mail or messenger as needed
• Coordinate office maintenance as needed (supplies, building maintenance, IT vendors)
• Process invoices, schedule travel, and reserve conference rooms as requested
• Research and analyze law sources such as statutes, recorded judicial decisions, legal articles, treaties, constitutions, and legal codes
• Prepare standard pleadings and electronically file all documents required to probate Last Wills and routine filings through the course of probate estate administration, both supervised and unsupervised by the Court
• Manage Court-mandated bonds for Personal Representatives
• Obtain taxpayer identification numbers for estates, trusts, and other entities
• Prepare receipt and release agreements, disclaimers, certificates of trust, and affidavits
• Draft routine estate correspondence, agreements, and other practice-specific documents with the ability to revise, format, and finalize these documents
• Develop and maintaining asset inventories and track beneficiary distributions, including preparation of receipts
• Prepare formal and informal estate and trust accountings, including waivers and release agreements
• Establish and maintain paper and electronic files according to current firm policies utilizing the firm’s record protocol procedures and document management system
• Manage deadlines and docket system
• Attend client document signing meetings
• File business entity formation documents electronically with Florida Division of Corporations
• Prepare initial drafts of deeds
• Record deeds in Florida counties and facilitate payment of applicable documentary stamp tax 
• Respond to client inquiries as needed 

Minimum Requirements:

• High School diploma required 
• 3+ years of experience as a Trusts & Estates Paralegal preferred
• Experience managing the day-to-day administrative functions of an office
• Strong proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, Teams
• Ability to develop and utilize standardized form documents
• Excellent verbal, written communication skills
• Well organized, detail-oriented, efficient, and reliable
• Maintains a “can do” attitude, patience, and a positive team player mentality
• Ability to work within a fast-paced environment
• Ability to prioritize and handle multiple tasks simultaneously
• Works effectively with a diverse client base
• Must be able to perform all essential job duties as outlined above

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. To succeed, we take great pride in a culture of inclusion where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform at the highest potential. Learn more about Ice Miller’s Diversity & Inclusion efforts on our website. 

Candidates must have permanent authorization to work in the United States. 

Ice Miller LLP is an Equal Opportunity Employer.