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-focused, and eager to advance your career in the legal and real estate industry? Our Title/First Legal team is looking for an Administrative Assistant to support the preparation, review, and follow-up of mortgage-related documentation and title processes.
In this essential support role, you will collaborate with clients, title companies, and internal teams to ensure all documentation and workflows are handled efficiently, accurately, and on time. You’ll join a team that values accuracy, accountability, and exceptional client service.
Key Responsibilities
Oversee the full lifecycle of Assignments of Mortgage (AOM), from receipt through recording confirmation
Manage the recording and follow-up of Lis Pendens, Title Order Instruments, and related documents
Coordinate legal description approvals and ensure proper submission to appropriate entities
Order and monitor specialized property reports, including Preliminary and Supplemental Judicial Reports
Track title timelines, request updates for aging titles, and coordinate gap searches as necessary
Upload and maintain accurate records in Perfect Practice and client systems (ICE, Tempo, ADR)
Ensure complaints and summons are filed and processed accurately and in a timely manner
Assist Title Examiners and Complaint Legal Assistants by following up on document requests and verification items
Monitor shared inboxes and provide prompt, professional responses to internal and external communications
Support additional projects and administrative tasks as assigned by management
Qualifications
2–4 years of experience as a Legal Assistant or Paralegal (experience in foreclosure, creditor rights, or real estate litigation preferred)
High school diploma required; college degree preferred
Strong attention to detail with excellent organizational and multitasking abilities
Proficiency in Microsoft Office Suite; experience with Perfect Practice, ICE, Tempo, or ADR is a plus
Excellent written and verbal communication skills
Proven ability to meet deadlines in a fast-paced, high-volume environment
Professional demeanor with a commitment to confidentiality and high-quality client service
Physical Requirements
Primarily a desk-based role with frequent computer use
Occasional standing, walking, or lifting of files may be required
Why Join Us
At Diaz Anselmo & Associates, you will be part of a collaborative and supportive legal team committed to excellence in service and compliance. We provide opportunities for professional growth, foster a team-oriented culture, and value integrity and initiative in the workplace.
If you’re ready to make an impact in a role that supports critical legal and real estate processes, we encourage you to apply today!