What are the responsibilities and job description for the Administrative Assistant – Title / First Legal position at Diaz Anselmo & Assoc. PA?
About the Role
Are you highly organized, detail-oriented, and looking to grow your career in the legal and real estate field? Our Title/First Legal team is seeking an Administrative Assistant to help manage the preparation, review, and follow-up of mortgage-related documents and title work.
In this critical support role, you’ll coordinate with clients, title companies, and internal departments to ensure all documentation and processes move smoothly, accurately, and on schedule. You’ll be part of a collaborative team that values precision, accountability, and client service excellence.
Key Responsibilities
- Manage the end-to-end process for Assignments of Mortgage (AOM) – from receipt to recording confirmation.
- Oversee the recording and follow-up for Lis Pendens, Title Order Instruments, and similar documents.
- Coordinate legal description approvals and ensure proper filing with relevant entities.
- Order and track specialized property reports such as Preliminary or Supplemental Judicial Reports.
- Monitor title timelines, request updates when titles are stale, and manage gap searches as needed.
- Upload and maintain accurate records in Perfect Practice and client systems (ICE, Tempo, ADR).
- Ensure filed complaints and summons are processed promptly and accurately.
- Support Title Examiners and Complaint Legal Assistants by following up on document requests and verification items.
- Monitor shared inboxes and ensure timely, professional responses to internal and external inquiries.
- Assist with other projects and administrative duties as assigned by your manager.
Qualifications
- 2–4 years of experience as a Legal Assistant or Paralegal (foreclosure, creditor rights, or real estate litigation experience preferred).
- High school diploma required; college degree preferred.
- Exceptional attention to detail, organization, and multitasking skills.
- Proficient in Microsoft Office Suite; experience with Perfect Practice, ICE, Tempo, or ADR is a plus.
- Excellent written and verbal communication skills.
- Demonstrated ability to meet deadlines in a fast-paced, high-volume environment.
- Professional demeanor with a strong commitment to confidentiality and client service.
Physical Requirements
- Primarily desk-based position with frequent computer use.
- May occasionally involve standing, walking, or carrying files.
Why Join Us
At Diaz Anselmo & Associates you’ll be part of a dynamic and supportive legal team dedicated to excellence in service and compliance. We offer opportunities for professional growth, a collaborative culture, and a workplace that values integrity and initiative.
If you’re ready to contribute to a team that plays a vital role in the legal and real estate process, we’d love to hear from you! Apply Today!
