Administrative Assistant – Title / First Legal

Diaz Anselmo & Assoc. PA•Plantation, FL

About The Position

Are you highly organized, detail-oriented, and looking to grow your career in the legal and real estate field? Our Title/First Legal team is seeking an Administrative Assistant to help manage the preparation, review, and follow-up of mortgage-related documents and title work. In this critical support role, you’ll coordinate with clients, title companies, and internal departments to ensure all documentation and processes move smoothly, accurately, and on schedule. You’ll be part of a collaborative team that values precision, accountability, and client service excellence.

Requirements

2–4 years of experience as a Legal Assistant or Paralegal (foreclosure, creditor rights, or real estate litigation experience preferred).
High school diploma required; college degree preferred.
Exceptional attention to detail, organization, and multitasking skills.
Proficient in Microsoft Office Suite; experience with Perfect Practice, ICE, Tempo, or ADR is a plus.
Excellent written and verbal communication skills.
Demonstrated ability to meet deadlines in a fast-paced, high-volume environment.
Professional demeanor with a strong commitment to confidentiality and client service.

Nice To Haves

foreclosure, creditor rights, or real estate litigation experience preferred
experience with Perfect Practice, ICE, Tempo, or ADR is a plus.
college degree preferred.

Responsibilities

Manage the end-to-end process for Assignments of Mortgage (AOM) – from receipt to recording confirmation.
Oversee the recording and follow-up for Lis Pendens, Title Order Instruments, and similar documents.
Coordinate legal description approvals and ensure proper filing with relevant entities.
Order and track specialized property reports such as Preliminary or Supplemental Judicial Reports.
Monitor title timelines, request updates when titles are stale, and manage gap searches as needed.
Upload and maintain accurate records in Perfect Practice and client systems (ICE, Tempo, ADR).
Ensure filed complaints and summons are processed promptly and accurately.
Support Title Examiners and Complaint Legal Assistants by following up on document requests and verification items.
Monitor shared inboxes and ensure timely, professional responses to internal and external inquiries.
Assist with other projects and administrative duties as assigned by your manager.