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About the role
Key responsibilities & impact- Communicate daily with attorneys, paralegals, clients, process servers, and notaries regarding service and document execution requests
- Use Microsoft Outlook to maintain client communications and professional relationships
- Enter and maintain accurate case and defendant information in internal case management systems
- Research and locate certified process servers using NAPPS and other industry databases
- Coordinate with process servers to facilitate and complete service of process
- Transmit legal documents to process servers and follow up on service status and completion
- Receive, sort, and process proofs of service and related legal correspondence
- Scan, index, and upload legal documents into company systems
- Electronically file proofs of service through client portals, including TXCourts.gov when required
- Prepare invoices and distribute legal documents through approved delivery methods such as FedEx
- Process payment requests and issue checks as directed
- Coordinate client requests requiring signatures, dates, and notarizations
- Locate qualified notaries using 123Notary and related databases
- Provide instructions, supporting documents, and shipping materials to notaries
- Review completed notarized documents for proper signatures, dates, and notarial requirements
- Bill clients and return original legal documents promptly upon completion
- Maintain confidentiality of legal and medical records and ensure HIPAA and regulatory compliance
- Support managers, expeditors, billing teams, and other departments with data integrity and operational efficiency
- Perform additional duties as assigned
Requirements
What you’ll need- High school diploma or equivalent required
- Minimum two years of administrative, coordination, data entry, or related office experience required
- Previous experience in a legal, court services, records management, or professional services environment preferred
- Knowledge of legal terminology preferred
- Active Notary Public commission preferred but not required
- Positive, professional, and customer-focused attitude
- Strong attention to detail and commitment to accuracy and quality
- Ability to manage multiple priorities in a fast-paced environment
- Excellent organizational and time management skills
- Strong verbal and written communication skills
- Ability to work independently and collaboratively within a team
- Ability to work under deadlines and manage competing priorities
- Proficiency with Microsoft Outlook, Microsoft Word, Adobe Acrobat, Windows, and internet-based applications
- Experience using scanners, copiers, and fax machines
- Minimum typing speed of 38 words per minute
- Strong problem-solving skills
- Ability to accurately enter information across multiple systems while handling customer communications
- Flexibility to work occasional overtime as business needs require
- Consistent attendance, reliability, and punctuality
- Ability to effectively present information and respond to questions from customers whose first language is English
- Demonstrated ability to manage confidential information and comply with privacy regulations
- Proven ability to collaborate across departments
- No travel expected
Benefits
Comp & perks- Medical coverage
- Dental coverage
- Vision coverage
- 401(k) with company match
- Paid time off
- Paid holidays
- Company-paid maternity leave
- Company-paid baby bonding leave
- Company-paid military leave
- Fully equipped home office setup
- Company-issued laptop