Coordinator, Estates Administration

1 week ago

Toronto, Canada Heart & Stroke Full time

**Who we are**

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

**The opportunity**

The Coordinator, Estates Administration supports the administration of all bequests, charitable gift annuities, life insurance policies, charitable remainder trusts for most of Canada, for the Heart and Stroke Foundation of Canada (HSFC). The incumbent displays high attention to detail and superior organizational skills in dealing with the significant value ($30 million annually) and complexity of this portfolio. Excellent communication and customer service skills are key to working with internal and external stakeholders (next of kin, executors, lawyers, advisors, charities, trustees).

**How you will make an impact every day**

**Program Coordination**
- Review documentation and open estates to determine status and follow up with executors, trustees and lawyers to ensure estate files are moving forward appropriately.
- Establish and adhere to workflow procedures that enable prioritization for collections, releases and other file documentation for action and follow-up to facilitate cash flows.
- Coordinate the communications for the program, including seeking the advice of the Foundation’s legal counsel (for Bequests) and Agent of Record (for Insurance Policies), answering inquiries from solicitors and potential donors and acting as a liaison with bequest administrators from other provinces and at other charitable organizations.
- Independently and/or in consultation with the Senior Manager, Estate Administration seek advice of the Foundation’s Legal counsel, other charities, financial planners and insurance agents to ensure the most beneficial results on issues of mutual interest.
- Alert Senior Manager, Estate Administration to all potential contentious estate matters, time-sensitive issues, public relations implications, litigation determine proper communication with internal and external stakeholders.
- Collect and analyze data for the development of the annual business reviews with Senior Manager, Estate Administration

**Program Administration**
- Open, monitor, and independently review legal documentation received using specialized knowledge of bequest administration, and make decisions within defined functional limitations, paying close attention to legal requirements, Public Trustee regulations family and estate law.
- Review notifications and enter information into the database and coordinate with estates specialist to respond with the appropriate correspondence.
- Verify all estate accounts to ensure that all claims are valid and legal, executor fees are within acceptable and legally stipulated limits, prior to approval by the Senior Manager, Estate Administration.
- Prepare the legal releases as appropriate under seal for signature by the Manager, Estate Administration during various stages of the administration process ensuring that all information in the releases are accurate and legally binding.
- Responsible for all administration work as it pertains to payments from Life Insurance Policies and Charitable Remainder Trusts in the name of the Foundation, liaising with donors, external insurance consultants/agents, legal representatives and internal stakeholders.

**Customer Service**
- Advise Legacy Team when new major gift or Legacy prospects are identified through relationships with next of kin, executor(s) or trustee.
- Develop and maintain strong internal and external relationships.
- Provide timely support for all aspects of the program to internal and external stakeholders
- Work in conjunction with other H&S departments to ensure gift designation and recognition are met, on an as-needed basis (e.g., research, regional offices, etc.).

**Database Administration**
- Record all transactions and update all daily incoming correspondence in databases and act as the point person for key reports relating to the Legacy Program
- Maintain current and accurate database information to ensure accurate revenue tracking, giving trends and analysis.
- Develop, monitor and provide historical data, metrics and analysis to assist in forecasting.

**Who we need**

**Experience**
- 1-3years estate administration, legal or trust administration in Common law would be an asset
- Charitable work experience an asset

**Education**
- College Diploma, University Degree preferable
- Law Clerk certification or formal legal training an asset

**Skills**
- Experience with or understanding tax filing would be an asset
- High degree of discretion required with confidential financial and personal information.
- A

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