Senior Case Manager – Trust & Probate

About UsWe 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 SummaryThe 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 AdministrationOversee all probate and trust administration activities for accuracy, timeliness, and complianceCoordinate filings, documentation, and correspondence with internal teamsMaintain proactive communication with beneficiaries and stakeholdersMonitor deadlines for court filings, tax submissions, and distributionsPrepare and support inventories, accountings, and status reportsMaintain organized, audit-ready case filesCourt Reporting & CompliancePrepare, review, and file court documents including petitions, inventories, and accountingsTrack court deadlines, hearings, and compliance requirementsEnsure filings meet all court standards and regulationsCoordinate with attorneys and internal teams for required documentationTrack and implement court orders in a timely mannerTax Coordination & Financial OversightEnsure CPA engagement for each caseOversee timely filing of estate, fiduciary, and trust tax returnsCollaborate with finance team on financial documentation and reportingMonitor tax obligations and identify potential risksTrack completion of all tax-related deliverablesALTCS & Special Needs Trust ManagementPrepare and submit ALTCS applications within required timelinesMonitor client assets for eligibility complianceCoordinate documentation with internal teams and fiduciariesManage eligibility status and anticipate compliance risksSupport Special Needs Trust disbursement planningCommunication & DocumentationMaintain consistent, clear communication with all stakeholdersReturn calls within two business days (same day when possible)Document all case activity accurately in case management systemsMaintain organized records in compliance with internal policiesTimekeeping & Operational StandardsAccurately track billable time (minimum 75% client-related activity)Complete billing and documentation within required deadlinesParticipate in case staffings and team meetingsQualificationsBachelor's degree in a related field or minimum of 3 years of relevant experience in probate, trust administration, fiduciary services, or legal environmentsStrong knowledge of court procedures, fiduciary responsibilities, and tax coordinationExperience with ALTCS and Special Needs Trusts preferredProficiency with case management systems (Clio, SharePoint preferred)Exceptional organizational and multitasking abilitiesStrong written and verbal communication skillsCore CompetenciesAttention to detail and regulatory complianceProactive communication and accountabilityStrong judgment and risk awarenessEffective time managementCollaborative team leadershipHigh level of professionalism and confidentiality