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Coordinator, Estate administration

The Coordinator, Estate administration manages 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 ($1.5 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, notaries, advisors, trustees).

Key Accountabilities:

Program Coordination:

  • Review open estates to determine status and follow up with executors, trustees and notaries to ensure estate files are moving forward appropriately. 
  • Establish and adhere to work flow 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 Insurance agents (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.
  • Maintain the file count for the Bequest Program with accurate and timely update on all files (hard copy files, spreadsheets and database).
  • Independently and/or in consultation with 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 Manager, Estate administration to all potential contentious estate matters, time-sensitive issues, public relations implications, litigation issues, etc., always bearing in mind to maintain a donor-centric atmosphere of negotiations.
  • Provide assistance to Advisor, Legacy Giving with processing gifts of securities. 
  • 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..
  • Review notifications and enter information into the database and 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 Advisor, Legacy Giving.    
  • Accountable for all cash and electronic bank deposits, receipt management and weekly and monthly revenue reconciliation leading up to annual audit.  
  • Prepare the legal releases to executor under seal for signature by the Advisor, Legacy Giving 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 Life Insurance Policies and Charitable Remainder Trusts in the name of the Foundation, liaising with donors, external insurance consultants/agents, legal representatives and internal staff to ensure that premiums are paid on time and policies are up to date.
  • Close files upon completion of administrative processes.

Customer Service:

  • Advise Development 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 HSFC departments to ensure gift designation and recognition are met, on an as-needed basis (e.g. Mission)

Database Administration:

  • Record all transactions and update all daily incoming correspondence in database 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.
  • Ensure that the correct information is recorded for the Caring Hearts Circle and assist the team with required follow up.
  • Manage regular canned reports as required and share on an as-needed basis.

Other Requirements:

  • 3-5 years’ experience with legal and estate administration.  Legal or para-legal training is an asset.
  • College degree/diploma.
  • Proficient with Microsoft Office and good fundraising database skills.
  • High degree of discretion required with confidential financial and personal information.
  • Ability to problem-solve in varied situations.
  • Strong planning and organizational skills with emphasis on detail and accuracy.
  • Ability to proactively manage and prioritize deliverables.
  • Strong communication skills with both external and internal stakeholders.
  • Highly professional manner.
  • Bilingual (French and English).

This is a Permanent/Part-time position (22.5h per week)

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