Estate Administrator Jobs
Estate Administrator jobs are open across law firms, financial institutions, trust companies, and courts, at every level from entry-level coordinator to senior estate administrator and trust officer, with specializations in probate administration, trust settlement, and fiduciary compliance. See the openings below and apply to the ones that match your experience.
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Company Overview
RE/MAX Real Estate Professionals DeWitt is a real estate company.
The Real Estate Office Administrator & Marketing Coordinator is responsible for supporting the daily operations of the real estate office while providing administrative, marketing, and technology support to the Owner, Office Manager, and real estate agents.
This position requires an organized, detail-oriented, dependable, and personable individual who can manage multiple responsibilities, communicate effectively, provide excellent customer service, and take initiative. The ideal candidate is comfortable working with technology, social media, marketing platforms, and real estate-related systems while maintaining a welcoming and professional office environment.
Essential Duties & Responsibilities
Responsibilities include, but are not limited to, the following:
1. Marketing & Social Media
- Maintain existing websites and implement website updates and changes.
- Manage web content, blogging, and search engine optimization (SEO).
- Manage and update company social media accounts, including Facebook, Twitter/X, LinkedIn, and other applicable platforms.
- Create marketing materials for agents, including flyers, postcards, mailers, and other promotional materials.
- Post office statistics, agent accomplishments, awards, birthdays, and special announcements on social media.
- Prepare and distribute announcements introducing new agents joining the office.
- Share new agent announcements on the office Facebook page, through email to office agents, and with other RE/MAX agents through the RE/MAX Insider Facebook page.
- Assist agents with individual marketing needs and promotional materials.
2. Real Estate Administrative & Transaction Support
- Enter new listings, listing changes, and sold information into the Flex MLS system.
- Enter all closed transactions into the RE/MAX iFranchise system.
- Scan all closed transaction files into Dropbox, distribute copies to the appropriate agents, and maintain organized hard-copy files in the office filing system.
- Maintain and update office checklists and forms as needed.
- Keep MLS forms in the office file drawers current, organized, and properly stocked.
- Check Dropbox for documents and files submitted after regular office hours.
- Prepare closing slideshows for office televisions by gathering information and photos from agents and coordinating the presentation.
- Maintain accurate and organized electronic and physical records.
3. Office Administration & Customer Service
- Answer incoming phone calls and direct callers to the appropriate agent or staff member.
- Welcome visitors, clients, and guests to the office in a friendly and professional manner.
- Receive and distribute incoming mail to the appropriate personnel.
- Monitor office supplies and notify the Office Manager when supplies are running low and need to be reordered.
- Maintain the office Gmail calendar, including meetings, events, closings, and other important dates.
- Maintain monthly agent reports in Excel for the Owner.
- Assist with general office organization and administrative duties.
4. Agent Support, Training & Development
- Assist new agents with onboarding and initial training.
- Provide guidance and support to agents with marketing, TransactionDesk, social media, and other office-related programs.
- Assist agents with learning and utilizing available technology and resources.
- Continue learning new programs and platforms, Bold Trail and other real estate technology, to better support agents and office operations.
- Provide ongoing assistance to agents with questions and administrative needs.
5. Recruiting & Agent Relations
- Work with the Owner to assist with agent recruiting efforts.
- Maintain and update the Owner's recruiting prospect list.
- Keep the Owner informed of important prospect information, including birthdays, special events, and other opportunities for personal outreach.
- Prepare and distribute new agent announcements and introductions.
6. Events & Special Projects
- Coordinate and assist with planning and organizing office events.
- Assume responsibility for maintaining and coordinating established office events using existing event information and resources.
- Prepare presentations and slideshows using Microsoft PowerPoint as needed.
- Assist the Owner and Office Manager with special projects, new initiatives, and other assignments as requested.
Qualifications & Skills
The ideal candidate should possess the following:
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Excellent customer service and interpersonal skills.
- Ability to multitask, prioritize responsibilities, and meet deadlines.
- Strong attention to detail and accuracy.
- Proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.
- Familiarity with social media platforms and digital marketing.
- Comfortable learning new software, technology, and online platforms.
- Ability to work independently while also functioning as part of a team.
- Professional, friendly, dependable, and positive attitude.
- Previous administrative, marketing, or real estate experience preferred.
Key Expectations
- Maintain a professional, organized, and welcoming office environment.
- Provide timely and dependable support to agents, management, and visitors.
- Take initiative in identifying office needs and opportunities for improvement.
- Maintain accuracy and confidentiality when handling transaction files and office information.
- Stay current with technology, marketing trends, and real estate office systems.
- Demonstrate flexibility and a willingness to assist wherever needed to support the success of the office and its agents.
Pay: From $19.00 per hour
Expected hours: 40.0 per week
Benefits:
- Health insurance
- Paid time off
Work Location: In person
Estate Administrator Jobs by Experience Level
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Who's Hiring
What Employers Look For
The qualifications that appear most often in estate administrator jobs.
- Experience with probate court filings and estate administration workflows
- Proficiency in trust accounting or estate management software
- Knowledge of state probate laws and fiduciary compliance requirements
- Bachelor's degree in paralegal studies, finance, accounting, or a related field
- Strong document drafting skills for inventories, accountings, and creditor notices
- Paralegal certificate or CTFA certification preferred for senior-level positions
Tips for Your Estate Administrator Job Search
Tailor your resume to probate workflows
Hiring managers scan for concrete probate and trust experience, so list specific tasks like asset inventory, creditor notification, and court filing rather than vague administrative duties. Quantify caseload volume if you can recall it accurately.
Highlight fiduciary software you know
Many estate administrator postings screen for familiarity with trust accounting platforms like SunGard AddVantage, SEI Archway, or similar systems. Name the exact platforms you've used so your resume clears automated filters before a human reviews it.
Apply early to roles that fit
Migrate Mate lists estate administrator openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Target roles by court or trust authority
Job titles vary significantly: some firms post for probate paralegal, others for trust settlement officer or fiduciary associate. Search all these variants because they often describe the same core duties and lead to identical interview processes.
Prepare for scenario-based interview questions
Interviewers frequently present a creditor dispute or missing heir scenario and ask how you'd proceed. Walk through the legal notice requirements, documentation steps, and escalation path you'd follow rather than giving a vague procedural answer.
Negotiate start date around court calendars
If you're mid-case at your current firm, propose a start date that lands between probate milestones rather than mid-inventory or mid-accounting cycle. Employers in this field understand court-driven timelines and respect candidates who handle transitions professionally.
Estate Administrator Jobs: Frequently Asked Questions
Which companies are hiring the most estate administrators?
The most active employers for estate administrators right now are Keller Williams Realty, Google, and MBACSi, and the most openings are in New Jersey, Florida, and California, based on current listings on Migrate Mate as of November 2026. Law firms with dedicated probate practices and regional trust companies tend to post the most volume.
How many estate administrator jobs are remote?
About 33% of estate administrator openings are fully remote or hybrid as of November 2026, though the role remains largely office-based because of court appearances and in-person client meetings. Document review, creditor correspondence, and accounting preparation are the sub-functions most likely to be performed remotely.
How do you become an estate administrator?
Start with a bachelor's degree in paralegal studies, finance, or accounting, then complete a paralegal certificate program if your degree is in an unrelated field. Gain hands-on experience by working as a legal assistant or probate paralegal at a law firm or trust company. Building familiarity with your state's probate code and a trust accounting software platform will make you competitive for direct estate administrator titles.
How do you get hired as an estate administrator with little or no experience?
Entry-level candidates typically break in through probate paralegal or trust operations assistant roles, which handle document preparation and court filings under supervision. Volunteering with a legal aid organization on simple estate matters builds a verifiable case history. Emphasize any coursework in wills and trusts, estate law, or fiduciary accounting, and obtain a paralegal certificate to offset limited work history.
What does the estate administrator interview process look like?
Most hiring processes start with a phone screen focused on your familiarity with probate court procedures and estate accounting. A second round typically involves a panel or in-person interview with a supervising attorney or trust officer who walks through a hypothetical estate scenario. Some firms add a written exercise asking you to draft a creditor notice or outline the steps for closing an estate before extending an offer.
Where can I find and apply to estate administrator jobs?
You can find and apply to estate administrator jobs on Migrate Mate, which lists current openings from across the United States. Search for roles that match your experience level and specialization, then apply directly to each listing that fits your background.
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