Administrative Assistant / First Legal

About The Role

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

Oversee the full lifecycle of Assignments of Mortgage (AOM), from receipt through recording confirmation

Manage the recording and follow-up of Lis Pendens, Title Order Instruments, and related documents

Coordinate legal description approvals and ensure proper submission to appropriate entities

Order and monitor specialized property reports, including Preliminary and Supplemental Judicial Reports

Track title timelines, request updates for aging titles, and coordinate gap searches as necessary

Upload and maintain accurate records in Perfect Practice and client systems (ICE, Tempo, ADR)

Ensure complaints and summons are filed and processed accurately and in a timely manner

Assist Title Examiners and Complaint Legal Assistants by following up on document requests and verification items

Monitor shared inboxes and provide prompt, professional responses to internal and external communications

Support additional projects and administrative tasks as assigned by management

Qualifications

2–4 years of experience as a Legal Assistant or Paralegal (experience in foreclosure, creditor rights, or real estate litigation preferred)

High school diploma required; college degree preferred

Strong attention to detail with excellent organizational and multitasking abilities

Proficiency in Microsoft Office Suite; experience with Perfect Practice, ICE, Tempo, or ADR is a plus

Excellent written and verbal communication skills

Proven ability to meet deadlines in a fast-paced, high-volume environment

Professional demeanor with a commitment to confidentiality and high-quality client service

Physical Requirements

Primarily a desk-based role with frequent computer use

Occasional standing, walking, or lifting of files may be required

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.

If you’re ready to make an impact in a role that supports critical legal and real estate processes, we encourage you to apply today!