Senior Case Manager - Trust & Probate

Job Description

Job Description

About Us

We are a fast-paced fiduciary and case management practice dedicated to providing high-quality trust administration, probate management, and client-centered services. Our team works collaboratively with attorneys, CPAs, beneficiaries, and families to ensure compliance, accuracy, and compassionate support throughout complex case lifecycles.

Position Summary

The Senior Case Manager – Trust & Probate plays a critical role in managing complex fiduciary cases from intake through final distribution and closure. This position oversees probate and trust administration, court reporting, tax coordination, and ALTCS-related matters while ensuring compliance with all legal, regulatory, and internal standards.

Key Responsibilities:

Probate & Trust Administration

- Oversee all probate and trust administration activities for accuracy, timeliness, and compliance

- Coordinate filings, documentation, and correspondence with internal teams

- Maintain proactive communication with beneficiaries and stakeholders

- Monitor deadlines for court filings, tax submissions, and distributions

- Prepare and support inventories, accountings, and status reports

- Maintain organized, audit-ready case files

Court Reporting & Compliance

- Prepare, review, and file court documents including petitions, inventories, and accountings

- Track court deadlines, hearings, and compliance requirements

- Ensure filings meet all court standards and regulations

- Coordinate with attorneys and internal teams for required documentation

- Track and implement court orders in a timely manner

Tax Coordination & Financial Oversight

- Ensure CPA engagement for each case

- Oversee timely filing of estate, fiduciary, and trust tax returns

- Collaborate with finance team on financial documentation and reporting

- Monitor tax obligations and identify potential risks

- Track completion of all tax-related deliverables

ALTCS & Special Needs Trust Management

- Prepare and submit ALTCS applications within required timelines

- Monitor client assets for eligibility compliance

- Coordinate documentation with internal teams and fiduciaries

- Manage eligibility status and anticipate compliance risks

- Support Special Needs Trust disbursement planning

Communication & Documentation

- Maintain consistent, clear communication with all stakeholders

- Return calls within two business days (same day when possible)

- Document all case activity accurately in case management systems

- Maintain organized records in compliance with internal policies

Timekeeping & Operational Standards

- Accurately track billable time (minimum 75% client-related activity)

- Complete billing and documentation within required deadlines

- Participate in case staffings and team meetings

Qualifications

- Bachelor’s degree in a related field or minimum of 3 years of relevant experience in probate, trust administration, fiduciary services, or legal environments

- Strong knowledge of court procedures, fiduciary responsibilities, and tax coordination

- Experience with ALTCS and Special Needs Trusts preferred

- Proficiency with case management systems (Clio, SharePoint preferred)

- Exceptional organizational and multitasking abilities

- Strong written and verbal communication skills

Core Competencies

- Attention to detail and regulatory compliance

- Proactive communication and accountability

- Strong judgment and risk awareness

- Effective time management

- Collaborative team leadership

- High level of professionalism and confidentiality