Estate Coordinator

2 weeks ago

Toronto, Canada Fasken SLP Full time

Reporting to the Senior Director, Paraprofessionals and E-Discovery Services, the Estate Coordinator provides clerical support with the processing, drafting and filing of legal documents in the Trust, Wills, Estates and Charities department (“TWEC”) of Fasken Martineau DuMoulin LLP (the “Firm”).

**At Fasken, success means**:

- Having a strong client service approach - you’re ready, willing, and able to put our clients first and exceed their expectations
- Caring about one another - you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community
- Working collaboratively - you’re a self starter who values working in a collaborative team based environment
- Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties
- Approaching your work with agility and the willingness to learn and utilize new technology
- Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail
- Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues
- Treating sensitive and confidential matters with discretion and diplomacy at all times

**Primary Responsibilities**
- Assisting with:

- processing executed wills, powers of attorney and, where deemed necessary by firm lawyers, related ancillary documents, including, but not limited to, documents related to trusts, domestic contracts and/or real estate transactions (“TWEC Documents”);
- reviewing and proofreading TWEC documents to ensure their proper execution;
- updating information related to TWEC Documents, and scanning TWEC Documents into iManage and Estateably databases; and
- creating relevant data cards and physical will envelopes to track each such document.
- Assisting with the transition of TWEC Documents data transfer from legacy CorpLink and EstateLink systems to new Estateably system, including with respect to entering and validating data.
- Preparing affidavits of execution and other court-mandated documents after receiving finalized/executed TWEC Documents, to be kept with alongside TWEC Documents in a third-party, physical vault (the "Vault").
- Responsible for main access to the Vault where many original executed trusts and estates legal documents are stored; must have a thorough understanding of the risks, requirements and accountability standards when accessing the vault.
- Transporting TWEC Documents from the Fasken office to the Vault in a secure and responsible manner, and appropriately filing and organizing such TWEC Documents in the Vault.

**Required Knowledge and Experience**
- Post-secondary Diploma or two (2) years of work related work experience
- An equivalent combination of education, training and experience is acceptable
- Familiarity with trusts and estates legal documents and the process by which they are executed according to Firm standards and the standards imposed by the Law Society of Ontario
- Maintain knowledge of relevant Firm procedures in order to preserve the integrity, confidentiality and security of the TWEC Documents and the Vault
- Problem-solving skills with the ability to exercise judgement to resolve related issues
- Very good written and verbal communication skills
- Strong teamwork and client/customer service skills
- Excellent time management skills, punctual and reliable
- Ability to maintain confidentiality
- Adept with tracking of and docketing for tasks completed

**Diversity and Inclusion**

At Fasken we believe a diverse workplace is comprised of individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. Fasken is committed to diversity and inclusion in all that we do.

**Accessibility and Accommodation**

**Background and Reference Checks**

Any offer of employment may be conditional upon references and full background checks including a criminal record check, a credit check, employment and education verifications.

**Your Application**

**NO AGENCIES, PLEASE.

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