Document Management Assistant

Friedman Vartolo LLP • Village of Garden City, NY

1d • Onsite

About The Position

The Document Management Assistant provides administrative support across firm processes, handling tasks related to physical and digital legal documents, including the management of collateral materials, with a high level of accuracy and attention to detail. Responsibilities include organizing, maintaining, and processing documentation in accordance with established procedures, while coordinating with team members and working independently as needed. The role requires strong verbal and written communication skills, solid organizational ability, and proficiency with relevant computer systems, as well as the ability to manage competing priorities, work effectively under pressure, and exercise discretion and sound judgment when handling sensitive information.
This full-time, non-exempt position reports to the Document Retention Manager and is expected to work out of our Garden City office. The standard schedule is 38 hours per week, with hours from 9:00 AM to 6:00 PM Monday through Thursday, and 9:00 AM to 4:00 PM on Fridays.

Requirements

• 2+ years of experience as an office assistant or similar administrative role.
• Proficiency in relevant computer systems and ability to learn new tools and processes
• Strong verbal and written communication skills
• Strong organizational skills with the ability to manage multiple tasks and priorities
• High level of accuracy and attention to detail
• Ability to work both independently and collaboratively
• Ability to meet deadlines and perform effectively under pressure

Nice To Haves

• Familiarity with legal terminology, procedures, and law firm operations preferred

Responsibilities

• Assist with digital incoming mail and document sorting for electronic distribution.
• Logging and filing legal documents according to retention guidelines.
• Maintain filing system and accurate log of original legal documents.
• Processing, printing and distribution of incoming checks.
• Facilitate document shipment between firms, clients, and closings.
• Handle internal requests to obtain documents and send to third parties.
• Provide administrative support for any miscellaneous projects with a 'can do' attitude
• Collaborating with other administrative staff to ensure seamless operations and support.

Benefits

• Paid parental leave options
• Short and long-term disability leave options
• Comprehensive medical, dental, and vision insurance
• Flexible Spending Accounts (FSA) and Dependent Care plans
• Commuter benefits including transit, and parking options
• Pet insurance to help care for your furry family members
• 401(k) retirement plans with employer contributions
• Gym and fitness reimbursements to support a healthy lifestyle
• Annual business expense reimbursements for attorneys
• Annual $500 travel budget to attend firm sponsored social events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed