Paralegal Assistant - Premises Liability

Hamilton & Miller, PA•Miami, FL

About The Position

Hamilton Miller & Birthisel LLP is a premier insurance defense trial law firm with a presence spanning Florida, New York, Virginia, Puerto Rico, Jamaica, the U.S. Virgin Islands, and The Bahamas. We are nationally recognized for our work in insurance defense, admiralty and maritime law, transportation and trucking, personal injury, premises liability, professional malpractice defense, construction, subrogation, and products liability litigation. The firm holds an AV® Preeminent rating-the highest peer-review distinction from Martindale-Hubbell-and is consistently ranked among the most diverse law firms in South Florida. Our attorneys are known for delivering swift, lucrative results, backed by a 24/7 emergency action response team serving clients in domestic and international jurisdictions. We are seeking a Records & Compliance Paralegal Assistant who will be responsible for managing the procurement, receipt, processing, and tracking of third-party records in support of litigation matters. This role coordinates subpoena compliance efforts, monitors record requests through various vendors and custodians, reviews incoming records for completeness, maintains accurate tracking systems, and ensures records are organized and processed according to firm and client requirements. The position requires exceptional attention to detail, strong organizational skills, and the ability to manage a high volume of record requests and deadlines simultaneously.

Requirements

Minimum 2 years of experience in legal records procurement, subpoena compliance, records retrieval, claims support, or litigation support
Experience obtaining medical, employment, financial, insurance, and governmental records preferred
Associate's degree, paralegal certificate, or equivalent combination of education and relevant experience preferred
Experience in a law firm, records retrieval company, insurance defense environment, or litigation support role preferred
Strong troubleshooting and problem-solving skills
Excellent interpersonal and customer service skills
Ability to communicate effectively with both technical and non-technical users
Strong organizational and time management skills
Ability to manage competing priorities in a fast-paced environment
Ability to work independently while collaborating effectively within a team environment
High level of professionalism, discretion, and responsiveness

Responsibilities

Prepare, transmit, and monitor records requests, authorizations, subpoenas, and follow-up correspondence
Track all record requests from initiation through receipt using internal databases and tracking systems
Monitor response deadlines and proactively follow up with custodians, vendors, medical providers, employers, governmental entities, and other third parties
Maintain detailed notes regarding procurement efforts and compliance status
Review incoming records to verify completeness, readability, and compliance with the request
Identify missing date ranges, attachments, billing records, imaging studies, or other potentially responsive materials
Organize, electronically label, and save records according to firm naming conventions and document management procedures
Perform OCR processing, bookmarking, pagination, and Bates labeling as required
Merge, separate, and categorize records into appropriate case-specific folders
Coordinate with record retrieval vendors regarding procurement status, expedited requests, and supplemental productions
Review and process invoices related to records procurement and custodian fees
Verify charges comply with applicable statutory requirements and client billing guidelines
Maintain records procurement cost tracking logs
Generate status updates and reports regarding outstanding and completed records requests
Maintain accurate production logs and records inventories
Assist with preparation of records summaries by ensuring records packages are complete and properly submitted