Administrative Assistant – Title / First Legal

Are you highly organized, detail-focused, and eager to advance your career in the legal and real estate industry? Our Title/First Legal team is looking for an Administrative Assistant to support the preparation, review, and follow-up of mortgage-related documentation and title processes.

In this essential support role, you will collaborate with clients, title companies, and internal teams to ensure all documentation and workflows are handled efficiently, accurately, and on time. You’ll join a team that values accuracy, accountability, and exceptional client service.

Key Responsibilities

• Assignment Management: Oversee the full operational lifecycle of Assignments of Mortgage (AOM), managing the process from initial receipt through final recording confirmation.
• Document Recording: Manage the recording, monitoring, and verification of Lis Pendens, Title Order Instruments, and related real estate documents.
• Legal Description Audits: Coordinate formal legal description approvals and ensure flawless submission to the appropriate county or state entities.
• Property Report Procurement: Order and monitor specialized property reports, including Preliminary and Supplemental Judicial Reports.
• Title Timeline Tracking: Monitor title production timelines, proactively request updates on aging files, and coordinate necessary title gap searches.
• System Maintenance: Upload, update, and maintain accurate data records within Perfect Practice and specific client systems (ICE, Tempo, ADR).
• Pleading Support: Ensure complaints and summons packages are formally filed and processed accurately under tight timelines.
• Team Collaboration: Assist Title Examiners and Complaint Legal Assistants by following up on missing document requests and verification items.
• Correspondence Oversight: Monitor shared departmental inboxes and deliver prompt, professional responses to internal and external stakeholders.
• Administrative Assistance: Support additional cross-functional projects and administrative tasks as requested by management.

Qualifications

• Professional Experience: 2–4 years of experience as a Legal Assistant or Paralegal (background in foreclosure, creditor rights, or real estate litigation is strongly preferred).
• Education: High school diploma or equivalent required; an Associate’s or Bachelor’s degree is a plus.
• Core Competencies: Exceptional attention to detail paired with robust organizational and multitasking capabilities.
• Technical Aptitude: Highly proficient in the Microsoft Office Suite; familiarity with legal tech like Perfect Practice, ICE, Tempo, or ADR is an asset.
• Communication Skills: Articulate written and verbal communication talents tailored for a professional office setting.
• Time Management: Proven capability to consistently meet strict production deadlines in a high-volume environment.
• Professional Conduct: A polished, proactive demeanor with a strong commitment to confidentiality and client service standards.

Physical Requirements

• Desk-stationed position requiring extended periods of computer and screen-based work.
• Occasional moving through the office to access filing systems or transport legal files.

Why Join Us

At Diaz Anselmo & Associates, you will be part of a collaborative and supportive legal team committed to excellence in service and compliance. We provide opportunities for professional growth, foster a team-oriented culture, and value integrity and initiative in the workplace.

Ready to Apply?

If you are prepared to make a meaningful impact in a role that anchors critical legal and real estate processes, we encourage you to take the next step. Submit your application today to join our team!