Document Specialist

InfoTrack US

1d • Remote

About The Position

As a Document Specialist, you play a pivotal role in our Operations Fulfillment team, ensuring that legal documents are accurately reviewed, dispatched, and fulfilled by our national network of contracted professional process servers, investigators, and court messengers.
In your capacity as a Document Specialist, your responsibilities encompass overseeing job orders from a diverse customer base, including law firms and legal professionals across the U.S. You'll manage these orders from initiation to completion, which includes thoroughly reviewing inbound orders for accuracy, assigning tasks to appropriate servers/contractors to meet service legal agreements, addressing inquiries from both customers and contractors, resolving issues during the filing, delivery, and/or service of jobs, preparing legal affidavits such as proofs of service for signature and court submission, and ensuring timely order completion for job fulfillment, invoicing, and customer satisfaction.

Requirements

• 2+ years’ Experience in handling documentation such as legal documents, medical records, financial applications, or other sensitive materials.
• 2+ working at a law firm, courthouse, attorney service or corporate or government legal department, or a bachelor’s degree in legal studies or a closely related field such as criminology, political science, or business administration.
• Precision and Care: Emphasize meticulous and accurate handling of documentation, especially in legal matters.
• Attention to Detail: Review and assess documents for accuracy, create legal affidavits, and adhere to department procedures for legal compliance.
• Customer and Contractor Interaction: Communicate clearly, courteously, and professionally with clients and independent contractors, both verbally and in writing.
• Strong Interpersonal Skills: Listen and communicate effectively with team members, maintaining a positive attitude and productivity in a high-volume environment.
• Legal Acumen: Strong foundational knowledge of civil lawsuits, filing, and service protocols, with experience or education in civil procedure and legal documentation.
• Tech Enthusiasm: Technologically adept, with the ability to learn and adapt to new software tools quickly and leverage technology to improve efficiency.
• Communication Proficiency: Convey complex legal information effectively over the phone and via email.
• Technical Proficiency: Advanced computer skills, including order management systems, CRM software, and standard Microsoft applications.

Nice To Haves

• Previous work experience in a high-volume civil litigation law office or legal service support company preferred

Responsibilities

• Order Inventory Management
• Oversee and manage a comprehensive inventory of orders, ensuring their accurate and timely completion
• Ensure rush/urgent orders receive special attention as soon as possible.
• Communicate with customers and contractors directly as required to resolve order issues, obtain new instructions, and answer questions
• Apply your technical skills and training to achieve productivity goals and share metrics with leadership
• Utilize your knowledge of process serving rules and regulations to anticipate potential order-related issues. Proactively offer solutions before issues escalate.
• Legal Document Management
• Leverage your experience with legal documentation to review legal documents for accuracy, completeness, and adherence to established standards
• Draft, create, and accurately complete legal forms required for specific jurisdictions or service of process rules and scenarios, ensuring all details comply with legal standards.
• Collaborate with customers to clarify and interpret special instructions, ensuring they are effectively communicated to the contractors
• Stay up-to-date with the latest filing and service process requirements across multiple jurisdictions, guaranteeing compliance and accuracy
• Customer and Contractor support
• Act as a key point of contact for escalated customer concerns, addressing them promptly and professionally
• Use your expert knowledge of legal rules/requirements to ensure documents are accurate and complete, reaching out to customers with details when corrections are required
• Provide dedicated support to contractors, addressing queries and guiding them through complex scenarios using your legal acumen
• Document all interactions and communications, ensuring records are detailed, clear, and accessible for future reference

Benefits

• 401(k) Match
• Medical, Dental, & Vision Insurance- 85% of employee premiums are covered by InfoTrack, and 70% for your family premiums
• Employer-funded Short/Long-Term Disability, Life, and Accidental Death & Dismemberment (AD&D) Insurance
• 20 Days of Paid Time Off (PTO)
• 11 Paid Holidays
• “Be Me Time” off for mental health, re-charging, volunteering
• Matching Gift Program
• Monthly Internet Stipend for Remote Employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees