Document Management Assistant

Document Management Assistant

Friedman Vartolo LLP is a fast-growing, New York-based law firm specializing in real estate and default services, with over 300 employees providing top-tier legal services to our clients in seven states. While our legal expertise sets us apart, it's our mindset that drives us forward. We bring a fresh, fast-paced energy that drives our momentum and shapes how we approach every challenge.

We are a company that chooses to dig deeper, solving problems at the root instead of settling for surface fixes. Here, there are no passengers because every individual adds value, owns outcomes, and moves the firm forward. With an underdog mentality, we embrace constant elevation, always sharpening, always climbing, and never coasting. When challenges come, we row together and lean in as one team to get the job done, no matter what.

The Document Management Assistant provides administrative support across firm processes, handling tasks related to physical and digital legal documents, including the management of collateral materials, with a high level of accuracy and attention to detail. Responsibilities include organizing, maintaining, and processing documentation in accordance with established procedures, while coordinating with team members and working independently as needed. The role requires strong verbal and written communication skills, solid organizational ability, and proficiency with relevant computer systems, as well as the ability to manage competing priorities, work effectively under pressure, and exercise discretion and sound judgment when handling sensitive information.

This full-time, non-exempt position reports to the Document Retention Manager and is expected to work out of our Garden City office. The standard schedule is 38 hours per week, with hours from 9:00 AM to 6:00 PM Monday through Thursday, and 9:00 AM to 4:00 PM on Fridays.

Key Responsibilities:

• Assist with digital incoming mail and document sorting for electronic distribution.
• Logging and filing legal documents according to retention guidelines.
• Maintain filing system and accurate log of original legal documents.
• Processing, printing and distribution of incoming checks.
• Facilitate document shipment between firms, clients, and closings.
• Handle internal requests to obtain documents and send to third parties.
• Provide administrative support for any miscellaneous projects with a 'can do' attitude
• Collaborating with other administrative staff to ensure seamless operations and support.

Required Skills & Qualifications:

• 2+ years of experience as an office assistant or similar administrative role.
• Proficiency in relevant computer systems and ability to learn new tools and processes
• Strong verbal and written communication skills
• Strong organizational skills with the ability to manage multiple tasks and priorities
• High level of accuracy and attention to detail
• Ability to work both independently and collaboratively
• Ability to meet deadlines and perform effectively under pressure
• Familiarity with legal terminology, procedures, and law firm operations preferred

Friedman Vartolo LLP is proud to offer a comprehensive and competitive benefits package designed to support the well-being and security of our team. Our benefits include:

• Paid parental leave options
• Short and long-term disability leave options
• Comprehensive medical, dental, and vision insurance
• Flexible Spending Accounts (FSA) and Dependent Care plans
• Commuter benefits including transit, and parking options
• Pet insurance to help care for your furry family members
• 401(k) retirement plans with employer contributions
• Gym and fitness reimbursements to support a healthy lifestyle
• Annual business expense reimbursements for attorneys
• Annual $500 travel budget to attend firm sponsored social events

Friedman Vartolo LLP is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status in accordance with applicable federal, state, and local laws.

Friedman Vartolo LLP is committed to providing equal employment opportunities and complying with the Americans with Disabilities Act (ADA). We will provide reasonable accommodations to qualified applicants and candidates with disabilities, unless doing so would impose an undue hardship.