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.
What You'll Do
Front Office & Client Experience
- 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.
Document Processing & Records Management
- 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.
Administrative Support
- 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.
Office Operations
- 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.
What We're Looking For
Required Qualifications
- 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.
Preferred Qualifications
- 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.
Technology & Software Experience
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
Ideal Candidate Traits
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.
Why Join Kitay Law Offices?
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.