When someone passes away, their assets—real estate, money, and belongings—must be managed and distributed. This includes paying off debts and taxes and distributing the remaining assets to the rightful heirs. If the person left a will, this document guides the process to ensure their wishes are followed. If there is no will, Pennsylvania intestacy laws determine how the assets are divided. This process is called estate administration, and the administrator of an estate is responsible for managing and overseeing it. This article will walk you through an estate administrator’s role, responsibilities, and duties, including navigating probate proceedings and ensuring a smooth estate distribution.
The Role of an Estate Administrator
An estate administrator is a personal representative appointed by the probate court to manage an estate when there is no will. When a will exists, the deceased typically names an executor to fulfill this role. An administrator and an executor have the same duties – the only difference is how they are appointed. The estate administrator has a legal duty to act in the best interests of the estate and its beneficiaries, ensuring that the decedent’s assets are properly managed and distributed according to Pennsylvania law.
Responsibilities & Duties of an Estate Administrator
Initiate & Oversee the Probate Process
The estate administrator initiates the probate process by filing a Petition for Probate of Will and Appointment of Personal Representative with the probate court. A court date is set for the representative to appear before the Register of Wills, present the will (if any), and become formally appointed. If there is no will, all individuals who would inherit the estate must either agree on who should serve as administrator or be cited by the court to appear and voice any objections. After validating the will (if applicable), the court issues an order admitting it to probate, making it public record. The representative is appointed officially, takes an oath, and receives letters testamentary or letters of administration, which grant full legal authority to manage the estate and fulfill various duties.
Summary of duties:
- Attend the court hearing for formal appointment
- Present the will to the court, if available
- Take an oath of office as the personal representative
- Receive letters of testamentary or letters of administration
- Advertise the passing of the deceased
- Notify heirs and beneficiaries of the probate process
- Ensure all relevant parties are informed about the probate proceedings and their rights to file claims
Inventory & Manage Assets
Once appointed, the administrator must identify, list, and determine the value of all the deceased person’s assets, including real estate, bank accounts, investments, personal belongings, and other property. This may require professional appraisals. The administrator must manage and protect these assets during the probate process, which includes maintaining property, managing investments, and ensuring bills and taxes are paid. Additionally, the administrator must pay valid claims against the estate, prioritizing expenses, funeral costs, debts, and taxes. Detailed records of all transactions and management activities must be kept.
Summary of duties:
- Identify and list all assets of the deceased
- Determine the value of the assets, possibly with professional appraisals
- Maintain and protect estate property
- Manage investments
- Ensure bills and taxes are paid
- Pay valid claims against the estate, prioritizing expenses, funeral costs, debts, and taxes
- Keep detailed records of all transactions and management activities
Distribute Assets & Close the Estate
After paying all debts and taxes, the estate administrator distributes the remaining assets to the beneficiaries, ensuring each beneficiary receives their rightful share. Once the distribution is complete, the administrator prepares a final accounting for the probate court, detailing all actions taken, payments made, and assets distributed. The court reviews the report and officially closes the estate if everything is in order.
Summary of duties:
- Distribute remaining assets to beneficiaries
- Ensure each beneficiary receives their rightful share
- Prepare a final accounting for the probate court
- Detail all actions taken, payments made, and assets distributed in the final report
- Submit the final accounting to the court for review, unless all parties agree to an informal accounting to save time and expense
- File an inheritance tax return (REV-1500) within nine months of the date of death
- Obtain court approval to close the estate
In summary, the estate administrator manages and distributes a deceased person’s assets according to their wishes and state laws. From initiating the probate process to inventorying and managing assets, distributing assets, and closing the estate, the administrator must perform critical duties with diligence and integrity. This role is essential for the smooth administration of the estate, providing peace of mind to beneficiaries and honoring the decedent’s legacy.
Need an Estate Administrator? Let Our Elder Law Attorney Assist You.
As a veteran elder law attorney serving Montgomery, Philadelphia, and Bucks Counties, Jeremy Mittman specializes in all aspects of estate planning and elder law, including estate administration, guardianship, asset protection, and more. For more than three decades, he has helped individuals and families translate their success into a meaningful and lasting legacy. Contact us to learn more about our services, the types of estate administration fees, and how we can help you plan and probate your estate.