Administrative Assistant - Document Administrator

Job Description

Job Description

About Us

We are a fast-paced fiduciary and case management practice dedicated to delivering high-quality support services across trust administration, case management, and client finance. Our team operates in a collaborative, detail-driven environment where accuracy, organization, and responsiveness are essential to supporting our clients and internal operations.

Position Summary

The Administrative Assistant – Document Administrator is responsible for the accurate and timely management of electronic and physical documents across all departments. This role focuses on scanning, organizing, saving, and distributing documentation while ensuring accessibility, compliance, and confidentiality.

This position requires a strong sense of urgency, exceptional attention to detail, and the ability to support multiple teams in a high-volume environment. Additional administrative duties may be assigned to support overall operations.

Key Responsibilities:

Administrative & Document Management

- Scan, upload, and file incoming documents into designated systems

- Organize and maintain electronic records in SharePoint and related platforms

- Maintain physical filing systems, including secure storage of original client documents

- Ensure consistent naming, indexing, and organization for easy retrieval

- Distribute documents promptly to appropriate departments

- Order and maintain office and client supplies as needed

- Monitor document workflows to ensure timely completion

- Provide general administrative support across departments

Documentation & Processing

- Process, save, and distribute documents with a strong sense of urgency

- Maintain accuracy and completeness of all records

- Enter and maintain notes in Clio and SharePoint within required timelines

- Assist with documentation for meetings, staffings, and projects

- Enter time accurately and promptly into Clio

Coordination & Internal Support

- Support internal communication through timely routing of documents and information

- Assist with coordination of administrative workflows across departments

- Collaborate with Case Management, Client Finance, Property Management, Trust & Probate Administration, and Operations teams

Performance Expectations

- Ensure all documents are processed, filed, and distributed within established timelines

- Maintain highly organized, accurate, and audit-ready filing systems

- Demonstrate urgency, efficiency, and reliability in all tasks

- Provide consistent administrative support to internal teams

Qualifications

- Prior administrative or document management experience preferred

- Experience with document management systems (SharePoint, Clio, or similar) is a plus

- Strong organizational and multitasking abilities

- High level of attention to detail and accuracy

- Ability to manage high-volume workflows efficiently

- Strong communication and teamwork skills

Core Competencies

- Attention to detail and organization

- Ability to manage high-volume document processing

- Time management and task prioritization

- Sense of urgency and accountability

- Team collaboration and communication

- Confidentiality and ethical conduct