Paralegal Assistant - General Liability

Hamilton & Miller, PA • Miami, FL

2d

About The Position

Hamilton Miller & Birthisel LLP is seeking a Paralegal Assistant to provide administrative and litigation support to attorneys and paralegals in its Insurance Defense practice group. The role supports all phases of litigation by preparing, organizing, tracking, and managing discovery, records requests, subpoenas, and case files. It includes maintaining electronic and physical records; coordinating with medical providers, vendors, and records custodians; monitoring deadlines; preparing materials for hearings, mediations, depositions, and trials; and providing general case support to promote efficient case management.

The position also supports court filings and routine legal correspondence, schedules case-related events, coordinates with clients and other case participants, and assists with matter intake and case tracking. The firm describes its culture as inclusive and collaborative, with opportunities for professional growth and idea exchange. Applicants must apply directly online; application inquiries are kept confidential, and reasonable accommodations are available upon request.

Requirements

• High school diploma or equivalent.
• 1–3 years of experience as a Paralegal Assistant, Legal Assistant, Legal Administrative Assistant, or in a similar legal support role.
• Experience supporting litigation matters and managing legal documents, records requests, and case files.
• Proficiency with Microsoft Office applications.
• Familiarity with state and federal court procedures and electronic filing systems.
• Strong troubleshooting and problem-solving skills.
• Excellent interpersonal and customer-service skills.
• Ability to communicate effectively with technical and non-technical users.
• Strong organizational and time-management skills, including the ability to manage competing priorities in a fast-paced environment.
• Ability to work independently and collaborate effectively within a team.
• High level of professionalism, discretion, and responsiveness.

Responsibilities

• Assist attorneys and paralegals with preparing, organizing, and serving discovery documents; monitor discovery requests, responses, and deadlines.
• Organize, index, save, and maintain electronic and physical case files in document and case management systems, including OneDrive folders and document-sharing links.
• Download, organize, assign, and maintain case-related records for attorney and paralegal review; apply Bates stamps to discovery materials and medical records as needed.
• Prepare and process requests for medical, employment, billing, and other records; follow up with providers, custodians, insurance carriers, and vendors; track requests and maintain detailed logs.
• Review and organize records for attorney and paralegal review, coordinate with records-retrieval vendors, and monitor requests through completion.
• Process provider, expert, and records-vendor invoices; submit medical-record and records-request invoices for payment through Matter Expert or direct adjuster payment and maintain supporting documentation.
• Assist with preparing subpoenas for records, depositions, and other litigation matters; coordinate service, monitor compliance, and maintain subpoena logs, calendars, and status reports.
• Support preparation of hearing, mediation, deposition, arbitration, and trial materials, including trial notebooks, exhibit binders, hearing materials, and deposition packages.
• Research registered agents, entity information, and service locations using state Division of Corporations resources and other public records.
• Obtain and manage expert-witness documentation, including CVs, W-9 forms, fee schedules, and expert disclosures.
• Coordinate communications with experts, vendors, clients, opposing counsel, court personnel, and other case participants.
• Schedule depositions, mediations, independent medical examinations, expert meetings, and other case events; maintain calendars, monitor deadlines, coordinate scheduling, and notify attorneys of updates.
• Assist with travel arrangements and logistics as needed.
• Assist with state and federal court filings, including preparing and submitting electronic filings.
• Draft routine correspondence, notices, transmittal letters, authorizations, and legal forms.
• Process incoming mail, pleadings, court notices, faxes, and other legal correspondence; review and respond to case-related emails, voicemails, and inquiries.
• Open new matters, perform conflict checks, and assist with matter intake procedures.
• Maintain team caseload reports and case-assignment tracking; provide additional administrative and litigation support as assigned.
• Apply strong troubleshooting, problem-solving, communication, customer-service, organizational, and time-management skills while managing competing priorities and collaborating professionally with a team.

Benefits

• Competitive annual compensation package with bonus potential
• Flexible working environment supporting career and work-life balance
• Medical insurance
• Dental insurance
• Vision insurance
• Flexible spending accounts for medical and dependent care
• Life insurance
• Short-term disability insurance
• Long-term disability insurance
• AD&D insurance
• Employee assistance program
• Supplementary voluntary health plans
• Biometric wellness screenings
• Commuter reimbursement program for parking, train, bus, and other commuting costs
• 401(k) retirement plan with firm match
• Opportunities for creative freedom and idea exchange

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED