Legal Assistant - Front Office & Document Specialist

At Kitay Law Offices, The Law Firm With a Heart, we are committed to delivering exceptional legal services while creating a supportive and collaborative workplace. Our team is guided by three core values:

• 5-Star Client Experience
• Stronger Together
• Committed to Excellence

We are seeking a highly organized, customer-focused Legal Assistant – Front Office & Document Specialist to serve as the face of our firm while supporting our attorneys and staff through document management, client service, and administrative coordination.

• Serve as the first point of contact for clients, visitors, vendors, and court personnel.
• Answer and route incoming telephone calls professionally.
• Schedule consultations, appointments, and meetings.
• Maintain a welcoming reception area.
• Deliver a compassionate, professional, and responsive client experience.

• Process incoming mail, faxes, emails, scans, and electronic submissions.
• Scan, upload, index, and organize documents within Foundation AI and case management systems.
• Verify documents are accurately classified and linked to the correct case files.
• Monitor document workflows and resolve routing or indexing issues.
• Maintain organized electronic and physical records.
• Ensure compliance with confidentiality and document retention standards.

• Assist attorneys and staff with day-to-day administrative tasks.
• Prepare routine correspondence, forms, and legal documents.
• Maintain client and case information in firm systems.
• Manage shared mailboxes and distribute communications appropriately.
• Coordinate calendars, conference rooms, and office communications.

• Receive, sort, and distribute incoming mail and deliveries.
• Coordinate outgoing mail, courier services, and certified mail.
• Monitor office supply inventory.
• Assist with office projects, team events, meetings, and training initiatives.
• Support payment collection and related recordkeeping activities.

• High school diploma or equivalent.
• Prior office experience.
• Strong organizational and multitasking abilities.
• Excellent customer service and communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.
• Ability to learn technology and adapt to new systems and processes.

• Experience working in a law firm or legal environment.
• Criminal Justice education or related experience.
• Experience with legal case management software.
• Bilingual Spanish/English skills.
• Additional education beyond high school.

Experience with the following is helpful:

• Microsoft Office Suite
• SmartAdvocate or similar case management software
• Foundation AI
• Adobe Acrobat
• Multi-line phone systems
• Calendar and scheduling software
• Document management and scanning systems
• Payment processing platforms

We're looking for someone who:

• Thrives in a fast-paced environment.
• Takes ownership and initiative.
• Demonstrates empathy and professionalism with clients.
• Works well independently and collaboratively.
• Maintains composure while handling sensitive legal matters.
• Embodies our values of client service, teamwork, and excellence.

At Kitay Law Offices, you'll be part of a team that truly cares about its clients and each other. We offer a collaborative culture, opportunities for growth, competitive benefits, and the chance to make a meaningful impact every day.

If you're passionate about helping people, staying organized, and creating outstanding client experiences, we'd love to hear from you.