PROBATE & ESTATE ADMINISTRATION PARALEGAL / LEGAL ASSISTANT

Job Description

Job Description

PROBATE & ESTATE ADMINISTRATION PARALEGAL / LEGAL ASSISTANT

Established law firm seeking an experienced Probate and Estate Administration Paralegal / Legal Assistant to independently manage probate, guardianship, trust administration, and related matters from intake through closing.

This is not an entry-level position. The ideal candidate will be highly organized, dependable, detail-oriented, and capable of managing a substantial caseload with minimal supervision while maintaining exceptional client service and professionalism.

PRIMARY RESPONSIBILITIES

• Prepare probate, guardianship, trust, and related pleadings and court filings.
• Open formal administrations, summary administrations, ancillary administrations, and guardianships.
• Prepare petitions, notices, affidavits, inventories, accountings, receipts, waivers, disclaimers, deeds, and proposed orders.
• Maintain probate and guardianship calendars and monitor all deadlines.
• Review court dockets and judicial procedures.
• Communicate with clients regarding case status, required documents, and next steps.
• Coordinate with courts, financial institutions, title companies, realtors, beneficiaries, creditors, and opposing counsel.
• Prepare deeds and record documents through Simplifile and county recording systems.
• Utilize the Florida E-Filing Portal and My Florida Court Access.
• Maintain detailed file notes and document all client communications.
• Create and maintain organized electronic and physical files.
• Prepare documents and correspondence for attorney review and approval.
• Create tasks and workflows to ensure files move efficiently through each stage of administration.
• Assist with beneficiary distributions, estate closings, and trust administration matters.
• Follow established office procedures and maintain strict confidentiality.

REQUIRED QUALIFICATIONS

• Minimum of three (3) years of probate, estate administration, guardianship, or trust administration experience.
• Strong knowledge of Florida probate procedures.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to prioritize multiple deadlines and matters simultaneously.
• Proficiency with Microsoft Office, PDF software, and legal case management systems.
• Ability to work independently and solve problems proactively.

THE IDEAL CANDIDATE

• Is dependable and punctual.
• Maintains a positive attitude and professional demeanor.
• Takes ownership of assigned files.
• Exercises sound judgment and discretion.
• Communicates professionally with clients, staff, opposing counsel, and court personnel.
• Follows instructions and established office procedures.
• Accepts feedback professionally and implements corrective guidance promptly.
• Pays close attention to detail and deadlines.
• Maintains confidentiality and professionalism at all times.
• Understands that reliability, attendance, responsiveness, and accountability are essential functions of the position.

APPLICATION REQUIREMENTS

Applicants must submit:

• Resume.
• Cover letter detailing probate and estate administration experience.
• Three professional references, including at least one former supervising attorney if available.

HIRING PROCESS

Qualified candidates may be required to complete:

• Reference checks.
• Background screening.
• Skills assessment.
• Practical probate exercise requiring preparation of probate documents and identification of relevant deadlines and procedures.
• Interview with attorney and staff members.

INTRODUCTORY PERIOD

Employment is subject to a ninety (90) day introductory period. During this period, performance, attendance, professionalism, reliability, work quality, communication skills, responsiveness, and overall fit for the position will be evaluated.

COMPENSATION

Compensation is commensurate with experience and qualifications.

Only applicants with demonstrated probate and estate administration experience will be considered.