Lead Paralegal and Site Manager

The Mortgage Law Firm•Vancouver, WA

9d•$30 - $34•Onsite

About The Position

The Lead Paralegal and Site Manager provides advanced paralegal support within Judicial Operations while serving as the primary on-site representative for the firm’s Vancouver, Washington office. The role maintains an assigned caseload; researches matters; prepares and files legal documents; coordinates deadlines and workflow; supports training and quality review; and identifies issues requiring attorney or operational leadership attention. It also helps maintain a professional, responsive, and well-coordinated office environment, partnering with the Director of Operations, attorneys, Human Resources, Information Technology, and other support teams to address local office needs and support Vancouver-based employees. The position provides paralegals with procedural and case-handling guidance, helps coordinate work and coverage, monitors workflow, reviews selected work for accuracy and compliance, and assists with onboarding and training. It supports quality and compliance efforts by documenting case activity, confirming approvals, monitoring requirements, escalating risks, and protecting confidential information. As site manager, the position coordinates routine local office needs, onboarding logistics, meetings, visitors, and office communications; communicates facility, technology, safety, supply, or access concerns to appropriate contacts; and helps implement firm-wide initiatives locally. The role has limited authority: unless separately designated in writing, it cannot make hiring, termination, discipline, compensation, schedule-change, final employee-relations, legal, or other final operational decisions. Legal judgment must be referred to the responsible attorney, and matters outside assigned authority must be referred to the Director of Operations or appropriate support department. This is a full-time, in-office position in Vancouver, Washington. Regular and reliable attendance during scheduled business hours is required. Occasional travel may be required for training, meetings, or firm events. Reasonable accommodation may be provided to qualified individuals with disabilities to enable performance of essential functions.

Requirements

Minimum of five years of paralegal experience in a law firm or comparable legal environment is preferred.
Working knowledge of litigation procedures, court filings, calendaring requirements, and deadline management.
Ability to review legal and operational work for accuracy, completeness, and compliance with established requirements.
Strong organizational, analytical, research, writing, communication, and problem-solving skills.
Ability to provide constructive guidance while maintaining positive working relationships.
Ability to prioritize work, meet deadlines, and remain effective under pressure.
Proficiency with Microsoft Windows, Word, Excel, Outlook, Teams, SharePoint, Adobe Acrobat, and applicable client and legal research systems.
Regular and reliable attendance during scheduled business hours is required.
Ability to perform the stated essential functions, with reasonable accommodation available to qualified individuals with disabilities.

Nice To Haves

Experience in civil litigation, creditors’ rights, judicial foreclosure, real estate, title, or mortgage servicing matters.
Prior experience serving as a lead, trainer, senior team resource, workflow coordinator, or office point of contact.
A paralegal certificate from an American Bar Association-approved program or accredited postsecondary institution, an associate degree and paralegal certificate, or an equivalent combination of relevant education and experience.
Experience with Black Knight, Equator, LoanSphere, Tempo, Westlaw, PACER, electronic filing systems, or similar platforms.

Responsibilities

Conduct legal and factual research involving judicial foreclosure, title, litigation, loss mitigation, and other assigned matters.
Retrieve relevant information and documents from client systems, court systems, public records, and legal research platforms.
Prepare correspondence for clients, opposing counsel, borrowers, third parties, courts, and other involved parties.
Draft pleadings, motions, petitions, summonses, notices, proposed orders, discovery-related documents, and other legal documents for attorney review.
File legal documents with courts and confirm acceptance, rejection, or required corrections.
Maintain organized electronic case files and promptly update firm and client systems.
Schedule, coordinate, and monitor hearings, appearances, filing deadlines, response deadlines, and other material case events.
Apply court procedures, filing requirements, local rules, client requirements, and approved firm procedures to assigned work.
Identify procedural, documentation, title, compliance, or deadline concerns and promptly escalate them to the responsible attorney or Director of Operations.
Communicate case developments, outstanding requirements, risks, and next steps clearly and promptly.
Serve as a primary resource for paralegals regarding procedures, systems, client requirements, and routine case-handling questions.
Help coordinate work according to deadlines, priorities, complexity, and team capacity.
Monitor workflow and identify overdue, aging, exception, or time-sensitive matters requiring follow-up.
Review selected work for accuracy, completeness, documentation, and compliance; provide practical guidance on needed corrections.
Support consistent use of approved templates, procedures, naming conventions, case notes, and client reporting standards.
Assist with onboarding and training new paralegals and provide ongoing guidance to existing team members.
Identify recurring errors, training needs, process gaps, and opportunities to improve quality or efficiency.
Assist with coverage planning and coordinate among paralegals, attorneys, operational leadership, and other departments.
Review work for accuracy, consistency, spelling, grammar, formatting, and completeness, and confirm required approvals before documents are filed, transmitted, or finalized.
Monitor compliance with deadlines, client requirements, firm procedures, and attorney instructions; maintain clear system notes on actions, communications, outstanding items, and next steps.
Immediately report missed deadlines, filing issues, client concerns, or material case risks to the responsible attorney and Director of Operations.
Assist with root-cause reviews and corrective actions related to internal findings, client concerns, or recurring process issues.
Support implementation of updated procedures, templates, client directives, and system requirements.
Protect confidential, privileged, and personally identifiable information in accordance with firm policies and applicable requirements.
Act as the primary on-site representative for the Vancouver office and help maintain a professional, collaborative, service-oriented workplace.
Coordinate local office needs and communicate facility, equipment, technology, safety, supply, or access concerns to appropriate departments or vendor contacts.
Assist with in-office onboarding and orientation for Vancouver-based employees in coordination with Human Resources, Information Technology, and Operations.
Support local meeting logistics, office communications, visitors, deliveries, and other routine on-site needs.
Promote adherence to firm policies, workplace expectations, confidentiality requirements, and office procedures.
Escalate workplace, employee-relations, safety, facility, or business-continuity concerns to the Director of Operations or appropriate support department.
Support implementation of firm-wide office initiatives and operational changes at the Vancouver location.
Manage multiple priorities and changing deadlines in a high-volume legal environment, exercising sound judgment about when attorney or management involvement is required.
Participate in department meetings, training, workflow discussions, and process-improvement efforts; provide coverage and assistance to team members as business needs require.
Complete special projects and related duties assigned by attorneys or management while maintaining a professional, responsive, accountable, and solution-focused approach.