Family Law Legal Assistant / Office Coordinator

Job Description

Job Description

We are seeking an experienced, organized, and dependable Family Law Legal Assistant / Office Coordinator to join our team. This position provides legal and administrative support to our attorneys and legal team while also helping coordinate the day-to-day needs of the front office.

The ideal candidate has prior Florida family law experience, strong legal administrative skills, and the ability to keep both case-related and office responsibilities organized and moving forward. This position requires someone who is comfortable handling attorney dictation, court scheduling, legal documents, client communications, and other legal assistant responsibilities while also serving as a professional point of contact for the firm and helping maintain an organized and well-run office.

We are looking for someone who takes initiative, pays attention to details, follows through, and is comfortable shifting priorities throughout the day.

Prior family law experience is required.

Legal Assistant Responsibilities

• Transcribe attorney dictation accurately and efficiently, including correspondence, pleadings, memoranda, and other legal documents.
• Prepare, format, revise, proofread, and finalize legal correspondence, pleadings, notices, and other documents.
• Coordinate and schedule hearings, depositions, mediations, consultations, conferences, and other case-related matters.
• Communicate with judicial assistants, opposing counsel, mediators, court reporters, process servers, experts, and other professionals regarding scheduling and case logistics.
• Coordinate available dates among multiple parties and follow through until hearings and other case events are properly scheduled.
• Prepare notices of hearing and other scheduling-related documents as needed.
• Calendar hearings, deadlines, appointments, and case events accurately and ensure applicable deadlines and related information are entered into the firm's systems.
• Assist with electronic filing and service through the Florida Courts E-Filing Portal and applicable e-service systems.
• Obtain and organize court orders, docketed filings, correspondence, and other case documents.
• Monitor court dockets and assist with obtaining case information and records when needed.
• Maintain organized electronic case files and ensure documents are appropriately saved, named, and profiled.
• Assist attorneys and paralegals with preparation for hearings, mediations, depositions, and other case events.
• Communicate professionally with clients regarding scheduling, documents, appointments, and administrative case matters.
• Follow up with clients and other parties regarding outstanding documents, scheduling, and other administrative matters as directed.
• Monitor assigned tasks and follow through to ensure work is completed accurately and timely.
• Provide legal administrative and overflow support to attorneys, paralegals, and other members of the legal team as needed.

Front Office & Client Service

As one of the firm's primary points of contact, the Legal Assistant / Office Coordinator is expected to provide professional and responsive service to clients, prospective clients, attorneys, and visitors.

Responsibilities include:

• Answer and route incoming telephone calls promptly and professionally.
• Greet clients, attorneys, vendors, and other visitors and assist them as appropriate.
• Assist with scheduling consultations, client appointments, and meetings.
• Take accurate and complete messages and ensure they are promptly routed to the appropriate person.
• Receive documents, correspondence, and other materials delivered to the office and route them appropriately.
• Receive, sort, scan, and distribute incoming mail and deliveries.
• Coordinate outgoing mail, overnight deliveries, courier services, and similar requests.
• Maintain appropriate confidentiality when communicating with clients and handling sensitive information.
• Maintain a professional, organized, and welcoming reception area.
• Help ensure clients and visitors receive prompt assistance when they arrive at or contact the office.

Office Coordination & Administration

This position is also responsible for helping ensure the firm's physical office remains organized, appropriately stocked, and functioning smoothly.

Responsibilities include:

• Monitor office supplies, kitchen supplies, and other routine inventory and place orders as needed and approved.
• Maintain appropriate inventory levels and anticipate supply needs before items run out.
• Keep the reception area, conference rooms, kitchen, and other common areas organized, appropriately stocked, and presentable.
• Prepare conference rooms for client meetings, consultations, mediations, depositions, and other meetings and reset rooms afterward.
• Coordinate routine deliveries, service appointments, and vendor visits.
• Serve as a point of contact for routine office vendors and service providers.
• Monitor printers, copiers, postage equipment, and other shared office equipment and coordinate service or troubleshooting when necessary.
• Assist with incoming and outgoing mail and maintain postage and shipping supplies.
• Assist with scanning, copying, document preparation, and other general administrative projects.
• Identify routine office needs or issues and take appropriate steps to address them or bring them to the attention of the appropriate person.
• Help maintain an orderly, professional office environment throughout the workday.
• Provide general administrative support and assist with special projects as needed.

Required Qualifications

• Prior family law experience is required.
• Prior experience as a legal assistant, legal secretary, or comparable law firm support professional.
• Familiarity with Florida family law terminology, documents, and procedures.
• Experience scheduling court hearings and communicating with judicial assistants, opposing counsel, and other legal professionals.
• Experience preparing and formatting legal documents and correspondence.
• Ability to accurately and efficiently transcribe attorney dictation.
• Familiarity with the Florida Courts E-Filing Portal and electronic service procedures.
• Strong Microsoft Word and Outlook skills.
• Excellent spelling, grammar, proofreading, and document-formatting skills.
• Strong organizational and time-management skills.
• Ability to manage multiple responsibilities, prioritize appropriately, and meet deadlines.
• Strong attention to detail and commitment to accuracy.
• Professional telephone manner and excellent interpersonal skills.
• Ability to communicate professionally and appropriately with clients, attorneys, court personnel, vendors, and other professionals.
• Ability to exercise discretion and maintain strict client confidentiality.
• Dependable attendance and punctuality.
• Ability and willingness to take ownership of both legal administrative and office coordination responsibilities.

Preferred Qualifications

• Florida family law experience strongly preferred.
• Experience supporting attorneys in a busy family law or litigation practice.
• Experience coordinating hearings, mediations, depositions, and other litigation-related events.
• Experience working with attorney dictation and transcription.
• Experience with legal case management and document management systems.
• Experience with MyCase or similar legal practice management software.
• Experience managing electronic legal files and document organization.

What We Are Looking For

This position is well suited for someone who enjoys variety and takes pride in keeping things organized and running smoothly. The responsibilities are not limited to either legal assistant work or front-office administration; both are important components of the position.

On any given day, you may be transcribing attorney dictation, coordinating hearing dates with a judicial assistant, preparing a legal document, assisting a client by telephone, receiving a delivery, preparing a conference room for a meeting, or ordering supplies for the office.

We are looking for someone who takes ownership of their responsibilities and follows through. The right person notices when something needs attention, handles what they can independently, communicates when assistance is needed, and does not require repeated direction to complete routine responsibilities.

The successful candidate will be organized, dependable, professional, adaptable, and comfortable working in a busy family law environment where priorities can change throughout the day.