Job Description

Position Summary

The Legal Document Specialist is responsible for reviewing, organizing, preparing, and maintaining legal and case-related documentation to ensure accuracy, completeness, and compliance with firm and client requirements. This role works closely with attorneys, paralegals, clients, and internal teams to obtain, verify, and manage documentation throughout the lifecycle of a matter.

Essential Duties and Responsibilities

• Review legal, financial, and supporting documents for completeness and accuracy.
• Organize, maintain, and update electronic and physical case files.
• Track missing information and follow up with internal departments, clients, vendors, and third parties as needed.
• Prepare, scan, upload, and index documents within case management systems.
• Verify documentation complies with client, regulatory, and company requirements.
• Research and obtain documentation from public records, courts, government agencies, and other sources.
• Monitor deadlines and ensure documents are processed in a timely manner.
• Assist attorneys, paralegals, and other legal staff with document preparation and file maintenance.
• Perform data entry and quality control reviews to ensure accuracy of records.
• Maintain confidentiality of sensitive client and legal information.
• Communicate professionally with internal and external stakeholders regarding documentation requests and status updates.
• Support department projects and other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Previous experience in legal, mortgage, banking, title, records management, document processing, or administrative support preferred.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to work independently and as part of a team.

Preferred Experience

• Legal assistant or paralegal support experience.
• Mortgage servicing, foreclosure, bankruptcy, title, or loan documentation experience.
• Records management or document control experience.
• Experience working with case management, document management, or workflow tracking systems.

Key Skills

• Document Review
• Quality Control
• Records Management
• Data Entry
• Legal Documentation
• File Auditing
• Research
• Case File Maintenance
• Time Management
• Attention to Detail

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