Attorney Operations Coordinator in Provo, Utah at Estate Guru, Inc.

About Us

Estate Guru is building category-defining technology that helps financial advisors, attorneys, and financial institutions deliver estate planning without complexity. We turn a traditionally intimidating legal process into clear, confident decisions about the people and things that matter most. Our platform combines attorney oversight with a guided client experience, enabling partners to offer more value and build deeper client relationships.

We are powering the transfer of wealth for millions of Americans on a single, aligned platform for families, advisors, and institutions. More than a technology company, Estate Guru is creating a new category in estate planning and wealth transfer, built for modern clients and driven by high standards.

As we grow, we’re looking for sharp, human-centered team members who value merit, execution, and accountability. We lead from the front, challenge the status quo, and take pride in doing meaningful work with people who care deeply about quality, integrity, and impact.

About the role

This is a hands-on, execution-focused role that keeps the attorney network running day to day. You will move attorneys through onboarding, keep contracts and coverage tracked, run scheduled communication, and maintain clean data across our tools. You will work directly under the Director of Attorney Operations, executing the workflows and follow-up that keep attorneys, advisors, and clients moving without friction.

This role is a fit for someone who is organized, proactive, and reliable at managing many parallel tasks. Strategy and program design sit above this role. Your focus is getting the work done accurately and on time.

Key Responsibilities

Attorney Onboarding Execution

• Move each attorney through onboarding step by step: agreement and NDA signing, platform setup, payment setup coordination, profile and document uploads, and training scheduling.
• Keep the onboarding dashboard current so every attorney's status is accurate at a glance.
• Schedule live review and approval sessions and confirm practice-client steps are completed.
• Flag stalled steps and route them to the right internal owner for resolution.

Contract and Coverage Tracking

• Maintain the attorney agreement tracker: who signed what, which version, effective dates, and renewals.
• Keep the state coverage map current and flag geographic gaps for recruitment.
• Update attorney records as status changes (active, paused, offboarding).

Referral Hand-Offs

• Match incoming client referrals to the right attorney based on state licensing, service coverage, and capacity.
• Execute the hand-off: confirm the attorney accepts, transfer client details, and log the assignment.
• Track each referral through to attorney acceptance and follow up on anything that stalls.
• Keep referral routing data accurate as attorney coverage and availability change.

Recruitment and Outreach Support

• Execute outreach sequences built with marketing: send, log, and follow up on a schedule.
• Maintain prospective-attorney lists and keep CRM records clean and current.
• Schedule intro calls and meetings and prepare the materials needed for each.
• Keep the recruitment pipeline accurate and up to date in the CRM.

Relationship and Remediation Logistics

• Serve as the day-to-day point of contact for routine attorney questions and requests.
• Execute reassignment steps when an attorney goes dark: termination letters, re-signing workflow, and record updates.
• Log issues, route them to the right owner, and follow up until they close.

Communication and Engagement Execution

• Produce and send newsletters, updates, and event invitations on schedule.
• Coordinate the logistics for webinars and virtual events: scheduling, reminders, and follow-up.
• Keep attorney contact and preference data accurate.

Reporting and Data Hygiene

• Pull recruitment, onboarding, and retention numbers on a weekly and monthly cadence.
• Keep trackers and dashboards accurate and reliable.
• Surface anomalies and blockers to the Director of Attorney Operations early.

Cross-Team Coordination

• Coordinate with marketing, product, and operations to keep workflows moving.
• Track open items across teams and follow up so tasks do not fall through.

Special Projects

• Support special projects and process improvements as assigned by the Director of Attorney Operations.
• Help pilot and roll out new workflows, tools, and model phases, including testing, documentation, and cleanup.
• Step in on time-sensitive operational needs as priorities shift.

Qualifications

• 1 to 3 years in operations, coordination, administration, or account or relationship support.
• Highly organized and detail-oriented, with strong follow-through across many parallel tasks.
• Comfortable working in CRM or community-management tools and quick to learn new platforms.
• Clear, professional written and verbal communication.
• Reliable working independently in a remote, deadline-driven environment.
• Bachelor's degree or equivalent experience.

Nice to Have

• Exposure to a legal, professional services, or network or marketplace model.
• Experience with onboarding workflows, contract tracking, or high-volume data entry.
• Familiarity with HubSpot or a comparable CRM.

What success Looks Like:

• Onboarding throughput: Attorneys move through each stage within target timeframes, with no stalled or forgotten records.
• Data accuracy: Trackers, CRM, and the coverage map are current and dependable at any moment.
• Responsiveness: Attorney questions, referral hand-offs, and remediation steps are handled within expected turnaround times.
• On-schedule execution: Outreach and communication go out on time, with follow-ups completed.
• Reporting reliability: Numbers are ready when needed, with no last-minute scramble.

Benefits & Compensation:

• Competitive salary and discretionary bonuses
• Comprehensive health, dental, and vision insurance
• Elective benefits for Life, Critical Illness & Hospital Indemnity Plans
• Company paid Short-term Disability Insurance
• Internet Reimbursement (for remote roles)
• Generous PTO and paid holidays
• Professional development opportunities
• Fitness Reimbursement

The Estate Guru Hybrid Work Model: Our hybrid work model is simple: we all gather in the office two days a week with the option/understanding that a 3rd day can be added at any time as your team needs. Mondays and Thursdays, plus one day that can be selected by your organizational leader. These purposeful in-person days help us do our best work and harness the power of collaboration and innovation. For the rest of the week, work where you want, owning the integration of work and life.

Estate Guru is an equal opportunity employer meaning that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected characteristic.

Applicants in the United States of America have rights under Federal Employment Laws:Family & Medical Leave Act,Equal Opportunity Employment,Employee Polygraph Protection Act