What are the responsibilities and job description for the International Legal Services Specialist position at Ancillary Legal Corporation?
About Us
We are the largest privately owned legal support services firm in Georgia. We have an excellent reputation in the legal community which is matched with our excellent office culture. We proudly placed in ABC's Best Places to Work for four years and placed first in the medium-sized business category in 2020. We strive to keep our quality, reputation, and culture as we grow.
Role Summary
The International Legal Services Specialist is responsible for executing the day-to-day operations of Ancillary’s International department as a sole contributor. This includes client intake and communication, processing international service of process and deposition requests, drafting and reviewing legal documents, coordinating with vendors, and supporting compliance with international treaties and U.S. law. This role is an opportunity to grow with the department — as the Specialist builds expertise and demonstrates ownership, there is a clear path toward expanded responsibility and advancement.
Key Outcomes
- On-time, compliant execution of Hague, Letters Rogatory, and related international matters.
- Fast, accurate quotes with clear client communication from intake through completion.
- Organized and visible pipeline tracking that protects cash flow and margin.
- Well-documented SOPs, templates, and country directories that reduce research time and errors.
- Consistent, professional client experience that supports retention and the department’s reputation.
Responsibilities
Casework & Client Service
- Serve as the primary point of contact for international service requests from intake through completion.
- Provide accurate quotes, timelines, and next steps to clients, primarily law firms.
- Draft and review Hague forms, affidavits, Letters Rogatory, and other required legal documents.
- Coordinate courier logistics, monitor dispatch and delivery timelines, and communicate status updates.
- Follow up on inquiries via phone and email, ensuring prompt and professional client service.
Compliance & Legal Monitoring
- Stay informed on relevant Hague accessions, Article 10 changes, and procedural updates affecting assigned matters; escalate compliance questions as needed.
- Update internal SOPs, templates, and client-facing guidance as needed.
- Ensure affidavits, certifications, and related filings are submitted on schedule.
Operations & Finance
- Maintain accurate records of fees, proofs, receipts, and payments.
- Follow established payment gating protocols to ensure work proceeds only after funds are received.
- Track quotes, approvals, declines, and revisions for visibility and reporting.
Knowledge Management & Research
- Develop and maintain country-specific directories, timelines, and process documentation.
- Research less common jurisdictions and create guides that reduce time-to-execution.
- Follow established SOPs and templates; flag gaps or outdated steps for review, and contribute to updates over time.
Marketing & Growth Support (As Capacity Allows)
- Respond to occasional requests from the marketing team for subject-matter input on international services content.
- Assist with fact-checking or reviewing marketing content related to international service procedures when asked.
Metrics & Reporting
- Maintain accurate records that support tracking of key metrics, including:
- On-time filing rate for Hague and Letters Rogatory
- Quote turnaround time and win rate
- Payment gating compliance and average days to payment
- Inbox SLA (first response time, resolution time)
- Directory completeness and accuracy by country
Qualifications
- 1–2 years’ experience in international service of process, cross-border litigation support, legal support services, or a related field.
- Working knowledge of the Hague Service Convention, Letters Rogatory, and courier workflows preferred.
- Strong client communication skills with excellent written and verbal ability.
- High attention to detail, strong organizational skills, and ability to self-manage.
- Proficiency in Google Workspace and spreadsheets; CRM familiarity is a plus.
- Comfort working within SOPs and structured workflows; experience contributing to trackers or templates is a plus.
- Prior paralegal or legal research experience is helpful.
Working Style
- Ownership mindset with bias to action and follow-through.
- Process-oriented and organized; notices patterns and asks questions that improve how work gets done.
- Calm under deadlines; able to prioritize across multiple matters.
- Collaborative, professional, and client-focused.
Employment Details
- Type: Full-time with benefits
- Schedule: In-person, Monday–Friday, 9:00 a.m. to 5:30 p.m.
- Industry: Legal Services
Benefits
- Health, dental, and vision insurance coverage
- Retirement savings plan
- Professional development opportunities
- A positive and collaborative work environment
Work Setting
- In-Person at the Atlanta, GA (Chamblee area) Location
As an equal opportunity employer, Gallo Legal Services does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity, gender expression or any other characteristic protected by law in its employment.