Administration Associate Jobs in Deltona, FL (NOW HIRING)

Winderweedle, Haines, Ward & Woodman, P.A., a long-established and highly regarded Winter Park law firm, is seeking an experienced Probate and Trust Administration Paralegal to join its Wills, Trusts and Estates Department. The ideal candidate will have a minimum of 5 years of experience handling all aspects of probate and trust administration, specifically assisting attorneys in managing decedent estates and trusts, including drafting court pleadings, inventorying assets, communicating with fiduciaries and beneficiaries, and preparing fiduciary accountings. Candidate must be conscientious, extremely detail-oriented and have strong organizational, analytical, and drafting skills. This position requires the ability to handle a high volume of work, prioritize appropriately, and work independently with minimal supervision. This is a great opportunity to become an integral member of a dynamic trusts and estates team.

KEY RESPONSIBILITIES

Probate Administration

• Independently manage probate matters from inception through final distribution under attorney supervision.
• Act as primary liaison among the law firm, clients, beneficiaries, financial institutions, and court clerks.
• Prepare and file petitions, inventories, accountings, notices, and other probate pleadings.
• Coordinate with personal representatives, beneficiaries, financial institutions, and court personnel.
• Assist clients in locating, gathering and valuing estate assets, including coordinating formal appraisals and managing date-of-death valuations.
• Prepare and file estate administration documents, including receipts, releases, waivers, and distribution schedules.
• Monitor deadlines and ensure compliance with court requirements.
• Cordinate publication requirements, creditor claims, and asset transfers.
• Prepare closing documents and assist with estate distributions.

Trust Administration

• Assist trustees with all aspects of trust administration.
• Prepare trust administration correspondence and required notices to beneficiaries.
• Coordinate trust funding, asset collection, and asset distribution.
• Prepare trust accountings and maintain detailed financial records.
• Work with financial advisors, accountants, and other professionals regarding trust assets.
• Facilitate trust termination and final distributions.

Client and Case Management

• Serve as a primary point of contact for clients throughout the administration process.
• Maintain regular communication with clients regarding case status and required documentation.
• Organize and maintain electronic and physical client files.
• Track deadlines, court dates, and filing requirements.
• Coordinate meetings, document signings, and closings.
• Respond promptly to client inquiries with professionalism and empathy.

Financial and Administrative Responsibilities

• Prepare asset inventories and assist with asset valuations.
• Coordinate re-titling and transfer of assets.
• Assist with obtaining tax identification numbers and opening estate or trust accounts.
• Prepare documentation for accountants regarding fiduciary income tax returns and estate tax matters.
• Review financial statements and reconcile estate or trust transactions.
• Maintain accurate billing records and time entries.

Qualifications

• Associate degree or bachelor’s degree; Paralegal Certificate from an ABA-approved program preferred.
• Minimum 5-7 years of direct law firm experience handling probate and trust administration matters, including court filings.
• Strong comprehension of local and state probate rules and procedures, state probate and trust codes, asset tracking, and basic fiduciary accounting.
• Experience with electronic court filing systems.
• Experience with legal practice management platforms (e.g., Perfect Practice, ActionStep, etc.) and Microsoft Office 365.
• Ability to work independently while being a team player with an attitude of cooperation; assisting and communicating with courtesy and tact with a diverse group of clients, attorneys, and staff.         
• Maintain case files, calendars, and deadlines.
• Ability to concentrate and proofread typed material for contextual, grammatical, typographical or spelling errors.
• Work sometimes requires more than 40 hours per week to perform the essential duties of the position; occasionally may require irregular hours.

Why join our team?

• Competitive base compensation with performance-based bonus opportunity.
• Medical, dental, and vision insurance.
• 401(k) with employer contribution.
• CLE and professional development support.

Why Experienced Candidates Choose Us

• Manageable structure and clear communication
• Professional, respectful workplace culture
• Long-term stability in a well-run firm
• Competitive compensation based on experience
• Health, dental, vision, disability, and life insurance
• 401(k) with firm contributions
• Free covered parking

We are seeking someone who wants to be part of a strong team and contribute meaningfully to high-quality work — in an environment where professionalism and balance coexist. Qualified candidates should send resumes (cover letter optional) to recruiter@whww.com. Equal Opportunity Employer.