Position Summary
We are seeking an experienced, highly organized, and detail-oriented Estate Planning Paralegal to support in the preparation and administration of estate planning matters.
The successful candidate will be comfortable working independently, managing multiple client matters, communicating professionally with clients, and ensuring that legal documents are accurate, complete, properly executed, and prepared for recording or filing when necessary.
Experience with Texas estate planning, probate, real estate documents, and county recording requirements is strongly preferred.
Essential Duties and Responsibilities
Estate Planning
- Assist attorney with the preparation of estate planning documents, including:
- Last Will and Testament
- Revocable Living Trusts
- Irrevocable Trusts
- Pour-Over Wills
- Durable Powers of Attorney
- Medical Powers of Attorney
- Advance Directives
- Beneficiary Designations
- Assignment of Personal Property
- Other estate planning and ancillary documents
- Prepare drafts based on attorney instructions and client questionnaires.
- Review documents for completeness, consistency, formatting, and typographical errors.
- Organize and prepare estate planning documents for attorney review and client execution.
- Coordinate with clients, witnesses, and notaries as necessary.
- Maintain organized electronic and physical client files.
- Track outstanding documents and information needed from clients.
Deed and Real Estate Document Preparation
- Prepare and assist with the preparation of real estate documents in connection with estate planning and probate matters.
- Prepare deeds based on attorney instructions, including, as applicable:
- Lady Bird Deeds / Enhanced Life Estate Deeds
- General Warranty Deeds
- Special Warranty Deeds
- Deeds conveying property to or from a trust
- Deeds transferring property between individuals
- Other estate-planning-related conveyance documents
- Review existing deeds and property records to identify ownership, legal descriptions, vesting, and potential issues for attorney review.
- Obtain and review property information, including legal descriptions and recording information.
- Verify names, marital status, ownership information, and other deed requirements.
- Coordinate deed execution and notarization.
- Understand and monitor county-specific recording requirements.
- Assist attorneys with Affidavits of Heirship, transfer documents, and other property-related documents when applicable.
Probate and Estate Administration Support
- Assist attorneys with probate and estate administration matters as directed.
- Prepare and organize probate pleadings and supporting documentation.
- Assist with gathering information regarding heirs, beneficiaries, assets, and liabilities.
- Prepare or assist with preparation of inventories, affidavits, notices, and other probate-related documents.
- Assist with obtaining certified copies of death certificates and other supporting records.
- Maintain probate deadlines and matter calendars.
- Communicate with clients regarding outstanding information and documentation.
- Assist with preparation of documents related to estate property transfers.
Client Communication
- Communicate professionally and courteously with clients by telephone, email, and other approved communication methods.
- Obtain information and documentation necessary for attorneys to prepare estate planning documents.
- Follow up with clients regarding missing information, signatures, identification, property documents, and other required items.
- Schedule consultations, signing appointments, and follow-up appointments as needed.
- Explain administrative and procedural requirements to clients without providing legal advice.
- Maintain confidentiality and professionalism when handling sensitive client information.
File and Case Management
- Open and maintain organized client and matter files.
- Maintain accurate electronic filing systems and document naming conventions.
- Upload and organize documents in the firm's case management system.
- Maintain accurate matter notes and task lists.
- Track deadlines, outstanding tasks, recordings, signatures, and client follow-ups.
- Ensure completed documents are properly saved and distributed.
- Assist with closing matters and ensuring all required documents have been completed and delivered to the client.
Attorney Support
- Provide day-to-day paralegal support to estate planning and probate attorneys.
- Conduct preliminary document and information review for attorney consideration.
- Prepare drafts, correspondence, checklists, and other work product under attorney supervision.
- Research procedural and recording requirements as requested.
- Assist attorneys in preparing for client consultations and document signings.
- Anticipate upcoming needs and follow up on outstanding items without requiring constant direction.
- Maintain strict attorney-client confidentiality and comply with firm policies and applicable professional requirements.
Preferred Qualifications
- 3+ years of paralegal experience, preferably in estate planning, probate, real estate, or a related practice area.
- Strong experience preparing deeds and other real estate documents.
- Experience with Texas estate planning and probate strongly preferred.
- Familiarity with Texas county recording procedures and requirements.
- Experience reviewing deeds, legal descriptions, and property ownership records.
- Experience with Lady Bird Deeds / Enhanced Life Estate Deeds is highly preferred.
- Experience preparing Affidavits of Heirship and other estate-related property documents is a plus.
- Strong understanding of estate planning terminology and legal-document structure.
- Experience with legal practice management and document management software.
- Notary Public experience is a plus.
Skills and Competencies
- Exceptional attention to detail and accuracy.
- Strong written and verbal communication skills.
- Excellent organization and time-management abilities.
- Ability to manage multiple matters and deadlines simultaneously.
- Ability to work independently while following attorney instructions.
- Strong proofreading and document-review skills.
- Professional and compassionate client-service skills.
- Ability to identify missing information or potential inconsistencies and bring them to the attorney's attention.
- Strong computer skills and proficiency with Microsoft Office.
- Ability to learn and utilize legal technology and case management systems.
- Ability to maintain strict confidentiality.
- Ability to prioritize work in a fast-paced law firm environment.
Technology
Experience with the following is preferred:
- Clio Manage
- Clio Grow
- Microsoft Word
- Microsoft Outlook
- Microsoft Excel
- Adobe Acrobat
- Electronic signature platforms
- County property/real estate record systems
- Legal research and document management platforms
Ideal Candidate
The ideal candidate is someone who can take an estate planning matter from initial client intake through final document execution and closing, while keeping the attorney informed of anything requiring legal review.
This person should be comfortable not only preparing traditional estate planning documents, but also handling the real estate component of estate planning, including reviewing deeds, and preparing conveyance documents.
The ideal candidate is proactive, dependable, detail-oriented, and comfortable communicating directly with clients while understanding the important distinction between providing administrative/paralegal assistance and giving legal advice.
Reporting Structure
The Estate Planning Paralegal will work directly under the supervision of the firm's estate planning and probate attorney and will collaborate with attorneys, legal assistants, and other firm personnel.
Equal Opportunity
We are committed to providing a professional, respectful, and inclusive workplace. Employment decisions are based on qualifications, experience, performance, and the needs of the firm.
Pay: From $30.00 per hour
Experience:
- Paralegal: 3 years (Required)
License/Certification:
- Paralegal Certificate (Required)
Work Location: In person
