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About the Role

Support daily office operations, manage mail processing, coordinate vendors, and assist attorneys with case intake and court deadlines in a fast-paced, growing firm.

Responsibilities

• Manage daily incoming and outgoing mail.
• Process and distribute court mail promptly.
• Maintain accurate logs of incoming legal correspondence.
• Maintain and update the firm's court calendar, tracking hearing dates, filing deadlines, and critical dates.
• Cross-reference incoming court mail against the calendar to ensure deadlines are captured.
• Send reminders/alerts to attorneys and staff regarding upcoming deadlines and appearances.
• Coordinate calendar updates with attorneys and paralegals.
• Maintain a master tracking system for firm-wide visibility.
• Serve as primary point of contact for building management and office vendors.
• Coordinate vendor scheduling, service requests, and troubleshoot facility issues.
• Develop and manage a PTO coverage plan.
• Review and route PTO requests for approval.
• Order and maintain office supplies and equipment.
• Assist attorneys with initial response to new matters, including client intake coordination.
• Serve as backup for file opening procedures.
• Support attorneys and paralegals with general administrative needs.

Requirements

• Prior experience in office management and legal administration.
• At least 3 years of experience in law firms or legal environments.
• Strong organizational skills with high attention to detail, especially regarding deadlines.
• Prior experience managing court calendars or complex calendars with strict deadlines.
• Excellent communication skills with professional demeanor.
• Proven ability to maintain confidentiality/sensitive data handling.
• Knowledge of NYSCEF/EDDS filing systems and litigation processes.
• Ability to pass applicable background and reference checks.
• Willingness to work onsite 5 days a week.

Skills

• Office Management
• Legal Administration
• Mail Processing
• Court Calendar Management
• Vendor Coordination
• Client Intake
• File Management
• NYSCEF/EDDS Filing Systems
• Litigation Processes
• Confidentiality
• Data Handling
• Organization
• Attention to Detail
• Communication

Location

• Onsite

Work Type

• Onsite
• Full-time

Experience Level

• 3+ years of experience in law firms or legal environments

Salary/Compensations

• Competitive salary based on experience.
• Bonus eligibility based on performance.

Benefits

• Health benefits
• Retirement benefits
• Paid time off benefits