Job Description
Job Description
Job description:
Reports To: Operations Manager
Department: Litigation - Unlawful Detainers
Classification: Full-Time, Non-Exempt
Work Location: In-office (Monday-Friday)
Position Summary:
The Administrative Assistant serves as the firm’s front-line representative, ensuring smooth daily operations across reception, mail handling, file management, and office logistics. This role provides professional and responsive customer service while supporting both physical and digital case management processes. The Administrative Assistant plays a critical role in maintaining organization, accuracy, and workflow efficiency so that legal staff can focus on case progression without administrative disruption.
Key Responsibilities:
- Manage fluctuating daily call volume including periodic spikes
- Answer, screen, and transfer incoming calls; take accurate messages
- Provide professional, courteous customer service as the first point of contact for clients and callers
- Manage incoming and outgoing mail, including operation of mail equipment and mailing documents to clients and/or defendants when necessary
- Coordinate copy machine maintenance, repairs, and supply management
- Create physical files for new cases (printing, labeling, etc.)
- Ensure accurate data entry in Filevine and trigger appropriate task flows
- Scan and upload mail and documents into the appropriate Filevine cases and file documents into existing physical case files
- Prepare and box closed files for transfer to archives
- Provide status updates to clients as required
- Manage personal task list, maintain organized digital files, and ensure all data is accurately entered and updated in Filevine as soon as it is received
- Perform additional duties or special projects as assigned to support attorneys, clients, or firm
Required Skills and Qualifications:
- Minimum 2 years administrative or legal assistant experience
- Strong organizational and multitasking skills with acute attention to detail
- Proficiency in Filevine or similar case management systems
- Excellent written and verbal communication skills for client and attorney correspondence
- Strong sense of urgency and ability to prioritize time-sensitive matters
- Demonstrated ability to receive feedback and learn quickly in a structured workflow environment
Preferred Qualifications:
- Prior experience working in an eviction/unlawful detainer department
- Experience working with multiple attorneys and managing high-volume caseloads
Working Conditions:
- Requires frequent communication with attorneys and clients
- Fast-paced, deadline-driven environment with periods of high workload
- Handling of physical files; light lifting (under 15 lbs.) may be required
- Standard business hours with potential for extended hours during high volume periods
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person