V109- Administrative Assistant- Legal Operations I

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Job Description:

Join Job Duck as an Administrative Assistant – Legal Operations supporting a busy mediation, education law, and commercial litigation practice. In this role, you will play a key part in keeping legal operations organized by managing case files, maintaining accurate records, supporting billing processes, and ensuring important deadlines are tracked effectively. The ideal candidate is highly organized, comfortable learning legal workflows, and naturally uses sound judgment when handling documents and information. Success in this position comes from being detail-oriented, tech savvy, proactive, and capable of creating structure in a professional environment. This is an excellent opportunity for someone who enjoys administrative work, takes pride in accuracy, and wants to make a meaningful impact by supporting daily legal operations.

Monthly Compensation: 1040 USD to 1100 USD

Responsibilities include, but are not limited to:

Monitor administrative workflows and ensure records remain current and accurate

Rename, categorize, and organize electronic files for efficient retrieval

Upload, organize, and maintain documents within the CRM and related systems

Manage and maintain records within the case management software

Perform electronic filing of legal documents

Assist with website content updates and maintenance as needed in the future

Assist with document organization and case file management

Maintain attorney calendars, deadlines, hearings, appointments, and important dates

Maintain consistent document naming conventions and filing structures

Support day-to-day legal operations and administrative processes

Track case-related expenses and assign costs to the appropriate client matters

Prepare bills and client invoices

Enter billing information into the billing system

Identify opportunities to improve organization and efficiency across legal files and records

Requirements:

2-3 years of experience in administrative support, document management, or office operations

Legal background is a big plus

Experience with billing tasks

Excellent written and verbal English communication skills

Ability to learn and understand legal case workflows and documentation

Strong organizational and multitasking abilities

Ability to work independently and manage priorities effectively

Strong attention to detail and commitment to accuracy

Comfortable handling confidential information

Software proficiency required: Smokeball, Outlook, Billing software, CRM and document management systems

Required Skills

Excellent organizational skills

Strong attention to detail

Technology proficiency and ability to learn new systems quickly

Document management and file organization

Calendar management

Billing and invoicing support

Expense tracking and data entry

Critical thinking and problem-solving skills

Professional written and verbal communication

Time management and prioritization

Ability to understand and follow legal workflows

Sound judgment and common-sense decision making

Self-motivation and accountability

Adaptability and willingness to learn

Ability to work independently in a remote environment

Work Shift:

8:30 AM - 5:30 PM [PST][PDT] (United States of America)

Languages:

English, Spanish

Ready to dive in? Apply now and make sure to follow all the instructions!

Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.

Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.