Legal Assistant & Client Concierge

Job Description

Job Description

We are hiring a Legal Administrative Assistant for our Melrose office — someone who wants to learn this work, not just process it.

About 1/3 of your time will be spent performing real legal document work: preparing prenuptial agreement packages, financial statements, intake and questionnaire packets, and estate planning and closing binders from firm templates, under attorney and paralegal supervision. You will open and run matters in Clio, manage intake in Lawmatics, and become the person the attorneys rely on to have the file ready before they ask.

The other 1/3 is the front of our firm. You are the first voice and face clients experience, and the person they trust to tell them what is happening with their matter. In a firm our size, those two halves belong to the same person — and doing both is what makes you genuinely valuable here.

The Final 1/3 is going to be Firm Administrate work, this is the operational side of the business, this is the work you will perform in QuickBooks, Clio practice management software, this is the work that you perform that helps run the law firm and includes everything from Billing, Collections, Operations, Ordering supply's.

This is a growth seat. We promote from within. The person who does this job well and wants more of the legal work will get more of it, on a paralegal track or the operations track to run a multimillion-dollar business, with the firm paying for the education.

$45,000 - $55,000

Legal Document Preparation (under attorney supervision)

• Prepare first drafts from firm templates:

• Assemble, scan, proofread, e-file, and mail documents; track what has gone out and what is still owed back

• Prepare execution and signing-ceremony packets — complete, correct, and ready

• Deadline tracking and follow-up so the team stays ahead of the calendar

Matter and Intake Management

• Open and maintain matters in Clio — contacts, custom fields, deadlines, tasks, document filing, and daily time entry

• Manage leads and intake workflows in Lawmatics — nothing sits, nothing gets lost

• Document management: organized digital and physical filing, with strict confidentiality

• Keep each client's matters distinct and separate

Client Liaison and Front of House

• Greet clients and visitors warmly; make people feel taken care of from the moment they arrive

• Answer and screen calls; capture new-inquiry details accurately and route them to the right attorney immediately

• Proactive client follow-up — outstanding items, appointment confirmations, document and signature chasing, and status updates so clients never have to ask

• Calendar and scheduling support across attorneys and both offices

• Coordinate meetings and signing ceremonies: rooms, materials, and packets ready in advance

Firm Operations

• QuickBooks entry, invoicing support, and accounts receivable follow-up

• Supplies, vendors, copying, scanning, mail, and records

• Keep the office looking like a place people want to hire

• 2+ years in a professional office; law firm or legal document experience strongly preferred

• Excellent written and verbal communication — you will draft client-facing emails

• Strong Microsoft 365 skills (Outlook, Word, Excel, Teams)

• Accurate typing (50+ wpm) and clean document formatting

• Detail-oriented to the point of catching what others miss

• Experience with QuickBooks and Microsoft Excel and AI programs like Claude and Chat GPT a must

• Discreet with confidential client, financial, and personnel information

• Reliable and present — this role is fully in-office in Melrose

• High school diploma or equivalent required; some college or paralegal coursework preferred

The ideal candidate is organized to the point of being methodical, calm with clients in hard moments, and hungry to understand the substance of what they are preparing rather than just filling in blanks and always looking for how they can contribute.

• Clio experience

• Lawmatics experience

• Paralegal certificate, or coursework in progress

• Familiarity with family law, estate planning, or real estate documents

• QuickBooks experience

• Notary Public commission, or willingness to become one — we will pay for it

• Established, growing firm with a steady, high-quality caseload — no chaos, no churn

• Attorneys who actually trust paralegals to own their work and contribute to strategy

• Modern tech stack — Clio, Decision Vault, Fathom, Microsoft 365, AI-assisted drafting tools — we invest in tools that make your day easier

• Collaborative team culture across our Melrose and Newburyport offices

• Real career growth — we promote from within and support continuing education
  Martino Law Group, LLC is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, pregnancy, or any other characteristic protected by federal or Massachusetts law.