Open Position
Job Title: Asset Coordinator
Who We’re Seeking
If your first thought for how to organize information & start to make sense of it is to create a spreadsheet, you might be the one we’re seeking. If the form is as appealing to you as the function, you’ll fit in well here. If when you see a pile of papers you almost can’t stop yourself from sorting through, organizing, and making them useful, you may be our kindred. Can you easily explain the differences between different financial statements, like a checking account vs. a 401k vs. a 529? Do you like to see a direct impact of your work on your business’ bottom line and help control it? If you can and do and also want to do meaningful work that genuinely helps people with what matters most in life, and after death, then we definitely want to talk with you!
What You Will Be Doing & How You Can Thrive Here
Your important work will help make sure that the legal documents we create for our estate planning clients actually work when tested in the real world by aligning financial assets with legal documents for practical use.
Excel!
Your primary responsibilities will include gathering and organizing information from our clients and their financial advisors and accountants in Microsoft Excel spreadsheets and on paper. You will work closely with them and with our team, regularly communicating over the phone, via email, in online meetings, and in person to communicate our best advice and answer their burning questions. You’ll field calls from bankers and clients anxiously standing in banks. You’ll carefully share memos and documents via our secure client portal and theirs after triple-checking authorizations and ensuring client confidentiality and data security.
Serious Business
You’ll search the Corporate Database and check for Annual Reports. You’ll review (often lengthy and complex) Partnership Agreements like you’re looking for Waldo wearing buzzwords on his shirt stripes to flag to the Attorney’s attention. You’ll help us provide our clients and their business attorneys information and guidance about our recommendations for managing those assets legally as part of our clients’ estate plans.
Do the Deed
You’ll search the Registries of Deeds and carefully draft Deeds and related real estate legal documents to transfer title to real property as part of our clients’ estate plans. You’ll eventually know which county requires what and what the differences are in recording and copy fees for registered and recorded land. You’ll coordinate with our attorney colleagues in other states for help with our clients’ real properties there. You’ll track it all meticulously and make sure what are often our clients’ biggest assets are a source of comfort, legacy, and wealth for our clients, rather than an expensive headache.
The Bottom Line
You will also help ensure the firm’s profitability (so we can all get paid for the great work we do!) by preparing all client engagement agreements with set flat fees for estate planning matters or with trust account retainers for probate and trust and estate administration matters. You will send invoices to our clients and answer their billing questions. You will follow up on Accounts Receivable and track and record payments, report back to our team on our numbers weekly. You will help reconcile our clients’ matter billing trust accounts monthly and carefully monitor payments and expenses to ensure they are posted to the correct accounts in the correct ways.
Tell Us Where to Go!
This is a well-established position in our firm that, thanks to those who filled this vital role on our team previously, is clearly documented and ready for you to learn and confidently apply quickly, becoming our resident numbers expert. But we will also expect you to review, refine, and update the detailed, documented policies and procedures we have in our firm database regularly to keep it up to date and continually improve it. Then tell us where to go, with the file path and clear, detailed instructions, so anyone on our team could follow the steps to complete a given task when you’re out of the office.
The Goals and Measures of Success for This Role Are:
- take primary responsibility for gathering, tracking, organizing, and communicating our asset alignment and trust funding recommendations directly to our clients and to their other professional advisors, serving as their primary point of contact, and preparing all spreadsheets, sharing information, meeting and talking with them about their assets, and ensuring that all that related work is completed accurately, ahead of each client meeting, as promised and on time; &
- making sure that we are sending invoices and receiving payments accurately and timely to keep our promises and maintain expectations with our clients and to ensure positive cash flow so we can continue to serve our clients well for many years to come.
We can promise you will never be bored in this role! Yes, there is a lot of precision review and analysis that goes into the data entry and document creation that requires sustained focus, but it’s also a very people-oriented position punctuated with messages, calls, office visits, and meetings and changes in scheduling so it’s never exactly the same work or the same day twice.
The Skills, Experience, & Qualifications You Need to Thrive Here:
- highly proficient user of Microsoft Word and Microsoft Excel
- experienced Mac user
- easily comfortable adopter of technology
- prior experience working in a very small, entrepreneurial business
- polished professional
- enjoys meeting and talking with total strangers
- demonstrated excellence with spoken and written client communications
- easily adaptable to changes, unflappable, and good under pressure
- track record of consistently following through, meeting deadlines, and achieving high performance goals
- prior experience with Gmail and Slack preferred
Compensation & Benefits:
- Our office maintains a regular 4 day work week Mondays – Thursdays 9am-6pm with every Friday off. No nights, weekends, or travel required.
- We provide full time employees 100% paid good health insurance, plus vision, dental, & life insurance; employees may elect to provide coverage for their families.
- $58,240 – $64,480 plus possible merit-based bonuses
- DGVE law provides all employees with paid personal time off including paid holidays, plus optional work from home holidays.
- There is free parking around our bright, spacious, comfortable office space.
- At work, you will enjoy excellent team camaraderie within a friendly, respectful, & appreciative firm culture doing meaningful work that genuinely helps people with what matters most in life. At home, you will enjoy your personal time and relationships free from the interference of work. We value work-life integration and prioritize whole human health and happiness.
Sign Me Up!
If you like numbers and people & think this might just be a dream job for you, apply now to join our team! Although we appreciate all applications and interest, we are currently understaffed (see this job posting) so we will only contact those candidates we may wish to interview. While we acknowledge that we may be old-fashioned (in this way even if we are super progressive in many more ways) and we have really high standards, we refuse to compromise here: we will not consider incomplete applications. We know the right person is out there and would apply like we would, so we’ll wait until we find each other like this!
