Back-Office Specialist – Legal Admin Support
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Job Description
Back-Office Specialist providing administrative support for a US-based law firm's litigation and case management. Role includes managing calendars, tracking deadlines, and organizing legal documents.
Responsibilities:
- Manage calendars, appointments, and scheduling across legal teams
- Perform docket monitoring and track case-related deadlines and updates
- Handle legal documents, including Bates stamping and systematic document organization
- Maintain structured and accurate records across internal systems
- Support general administrative tasks for attorneys and intake teams
- Ensure all tasks are completed in line with defined processes and timelines
- Provide flexible cross-functional administrative support as needed
- Flag delays or discrepancies proactively to supervisors
Requirements:
- Strong administrative and organizational skills with high attention to detail
- Prior experience in legal support, virtual assistance, or a similarly structured back-office environment preferred
- Strong written English communication skills
- Ability to work independently and manage multiple tasks with minimal supervision
- Comfortable operating in a process-driven, accuracy-focused, remote work environment
- Familiarity with legal document handling and terminology is a plus
- Preferred Tools & Systems - Legal case management platforms (e.g., Clio, MyCase, FileVine, or similar)
- Document management systems or e-filing tools
- Google Workspace (Gmail, Google Calendar, Google Drive) or Microsoft Office 365
- Task and project tracking tools (e.g., Asana, ClickUp, Monday.com, Notion)
- VoIP or communication tools used in virtual office environments (e.g., RingCentral, Zoom, Slack)
Benefits:
- 100% home-based position
- Health insurance for contractors
- Holiday Extra Pay
- Work hours aligned with standard US business hours, with potential flexibility depending on client needs
- Mental health days to support team well-being
- Performance-based incentives in addition to base salary
- Annual review and appraisal process
- Ample opportunities for professional growth and advancement within the company
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