Document Management Assistant

Friedman Vartolo LLP • Garden City, NY

2d • Onsite

About The Position

Friedman Vartolo LLP is a fast-growing, New York-based law firm specializing in real estate and default services, with more than 300 employees providing legal services in seven states. The firm describes its culture as fast-paced, collaborative, and focused on individual ownership and continuous improvement.

The Document Management Assistant provides administrative support across firm processes and handles physical and digital legal documents, including collateral materials. The role involves organizing, maintaining, and processing documentation according to established procedures, coordinating with colleagues, and working independently as needed. It requires accuracy, attention to detail, strong communication and organizational skills, proficiency with relevant computer systems, 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 schedule is 38 hours per week: 9:00 AM–6:00 PM Monday through Thursday and 9:00 AM–4:00 PM Friday.

Requirements

• At least 2 years of experience as an office assistant or in a similar administrative role.
• Proficiency with relevant computer systems and the ability to learn new tools and processes.
• Strong verbal and written communication skills.
• Strong organizational skills and the 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.
• Ability to exercise discretion and sound judgment when handling sensitive information.

Nice To Haves

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

Responsibilities

• Assist with sorting digital incoming mail and documents for electronic distribution.
• Log and file legal documents according to retention guidelines.
• Maintain the filing system and an accurate log 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 with a can-do attitude.
• Collaborate 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.
• 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