Legal Ad Coordinator

Job Description

Job Description

We are looking for a detail-focused Legal Admin to support a busy legal services environment in downtown Albany, New York . This Contract opportunity is ideal for someone who excels at administrative coordination, keeps multiple deadlines on track, and communicates confidently with clients and external partners. The position centers on managing legal advertising activities for newly formed LLCs, maintaining accurate documentation, and helping ensure each filing step is completed in a timely manner.

Responsibilities:

• Coordinate publication requirements for newly formed LLCs.
• Prepare and submit advertising information to designated newspapers.
• Distribute advertisement proofs to clients and obtain necessary approvals.
• Communicate with newspaper representatives regarding publication schedules and requirements.
• Track publication status and maintain accurate records of active matters.
• Obtain and organize affidavits of publication and related documentation.
• Prepare and assemble filing packets for submission to the Department of State.
• Ensure all records, filings, and supporting documents are complete and accurate.
• Maintain electronic files and databases in accordance with departmental procedures.
• Provide general administrative support and assist with additional office projects as assigned.

• At least 2 years of experience in administrative support, office coordination, customer service, or a related business support role.

• Strong ability to manage detailed tasks, balance competing priorities, and meet recurring deadlines with accuracy.

• Clear written and verbal communication skills for interacting with clients, colleagues, and outside vendors.

• Experience with data entry, document tracking, and maintaining organized digital records.

• Proficiency in Microsoft Office and comfort working within database-driven systems.

• Dependable and self-directed work style with consistent follow-through on open items.

• Background in advertising coordination, legal admin assistance, or publication-related administration is preferred.