Trust Coordinator & Administrative Assistant

COMPANY DESCRIPTION & CULTUREZentner Law, P.A., based in Overland Park, KS, specializes in trust establishment and administration for high-net-worth individuals and provides exceptional criminal defense services in the Kansas City metro area. Founded by Adam Zentner, a former Assistant Attorney General with experience in high-level litigation and complex trust administration, the firm is renowned for managing matters withprecision and discretion. Zentner Law is committed to safeguarding clients' interests and offering personalized, trusted legal services.Our office shares space with other attorneys and practices, creating a collegial atmosphere with opportunities for collaboration while maintaining the flexibility and close-knit culture of a smaller team. Employees work directly with decision-makers, and strong judgment, initiative, and adaptability are highly valued. There is minimal bureaucracy, and team members are trusted to take ownership of their responsibilities.ROLE DESCRIPTIONZentner Law, P.A. seeks a highly organized, proactive Administrative Assistant & Trust Coordinator to join our team. This position plays a central role in supporting trust administration, client service, office operations, and attorney coordination in a collaborative, team-oriented environment. This is an ideal role for someone who enjoys balancing detailed administrative work with client interaction and operational problem-solving. This is a 3/4 time, on-site position located in Overland Park, KS. Pleasenote that the position does not include employer-provided health insurance or retirement benefits, but does provide paid time off and holiday pay. This position offers a starting wage of $24 per hour.DUTIESTrust Coordination (70%)Day-to-Day Trust OperationsCommunicate with beneficiaries and triage issues when possible, such as payments, documentation, or funding. Escalate issues to trustees or other team members as necessary.Monitor ongoing asset maintenance such as vehicle registration renewals, property tax payments, HOA fees, etc.Process and manage trust invoice payments and expenses.Update QuickBooks for transactions, reconciliations, and archiving supporting documentation.Coordinate with trust accountants and financial advisors regarding financial records, distributions, and tax return filings. Track tax deadlines and ensure timely delivery of required information to tax professionals.Trust & Asset OnboardingManage end-to-end client and trust onboarding, including: Opening bank and investment accounts, setting up trust and client records in internal systems, preparing trust binders and supporting documentation, and guiding clients through the process of transferring assets into the trust.Coordinate with trustees to prepare and file title transfer documentation.Train clients on proper trust utilization and best practices.Process Documentation & DevelopmentDevelop and implement operational processes to improve efficiency, accuracy, and consistency across the firm.Maintain knowledge critical to efficient and compliant trust administration.Administrative Support (30%)Client RelationsFirst point of contact for incoming client calls, resolving matters directly when possible, escalating issues to attorneys/trustees when necessary, and coordinating follow-up calls and meetings.Greet clients when they arrive for in-person appointments.New-client intake and scheduling consultations.Additional client communications as directed.Office ManagementServe as the primary point of contact for Zentner Law operational inquiries and issues.Ensure adequate office supply inventories and make purchases as needed.Collect and distribute mail daily.Attorney Support & CoordinationCoordinate meetings and follow-up actions, including reminders to ensure timely completion. Track action items arising from meetings and ensure timely resolution.Track progress on tasks, onboarding, and projects, and provide status updates to attorneys as needed.General support duties, such as gathering and preparing information and documentation, mailing documents and packages, organizing files, etc.POSITION REQUIREMENTSExcellent strong phone etiquette and customer service skillsGood judgment and autonomyIntegrity and trustworthinessAbility to plan for and meet deadlinesAbility to maintain strict confidentiality of all company, client, and employee informationHigh degree of accuracy, organization, and attention to detailAbility to adapt quickly to evolving prioritiesAbility to work in personAbility to pass a criminal background checkREQUIRED QUALIFICATIONSAssociate’s degree plus four years of related experience, OR Bachelor’s degree plus two years of related experienceClient relations and/or customer service experienceExcellent communication skills, as evidenced in application materialsExperience with Excel, Word, and database systemsPREFERRED QUALIFICATIONSExperience with QuickBooks Experience with Clio or other legal case management softwareNotaryExperience with Mac productsAPPLICATION INSTRUCTIONSApplications should include a cover letter and resume. Professional references will be requested of the final candidates.