Document Management Assistant

Friedman Vartolo LLP • Village of Garden City, NY

11d • Onsite

About The Position

The Document Management Assistant provides administrative support across firm processes, handling physical and digital legal documents, including collateral materials. The role involves organizing, maintaining, and processing documentation in accordance with established procedures, coordinating with team members, and working independently as needed. It calls for strong communication and organizational skills, proficiency with relevant computer systems, the ability to manage competing priorities and work effectively under pressure, and sound judgment and discretion when handling sensitive information.

This is a full-time, non-exempt position reporting to the Document Retention Manager. The role is expected to work from the Garden City office. The standard schedule is 38 hours per week: 9:00 AM to 6:00 PM Monday through Thursday and 9:00 AM to 4:00 PM on Fridays.

Requirements

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

Nice To Haves

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

Responsibilities

• Assist with digital incoming mail and document sorting for electronic distribution.
• Log and file legal documents according to retention guidelines.
• Maintain the filing system and accurate logs of original legal documents.
• Process, print, and distribute incoming checks.
• Facilitate document shipments between firms, clients, and closings.
• Handle internal requests to obtain documents and send them to third parties.
• Provide administrative support for miscellaneous projects.
• Collaborate with other administrative staff to support seamless operations.

Benefits

• Paid parental leave options.
• Short- and long-term disability leave options.
• Medical, dental, and vision insurance.
• Flexible Spending Accounts (FSA) and Dependent Care plans.
• Commuter benefits, including transit and parking options.
• Pet insurance.
• 401(k) retirement plans with employer contributions.
• Gym and fitness reimbursements.
• 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