Administrative Assistant – Title / First Legal

Diaz Anselmo & Associates P.A.; Naperville (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

Diaz Anselmo & Associates P.A. is seeking an organized Administrative Assistant for our Title/First Legal team in Naperville, IL. The role focuses on managing mortgage documentation, title processes, and supporting the legal team to ensure compliance and timely delivery of assignments.

Ideal candidates bring 2–4 years of legal assistant/paralegal experience, familiarity with Perfect Practice, ICE, Tempo, or ADR, and a strong eye for detail. Onsite position, Monday–Friday.

Qualifications

• 2–4 years of experience as a Legal Assistant or Paralegal, preferably in foreclosure, creditor rights, or real estate litigation.
• Proficiency with Microsoft Office; familiarity with legal case management platforms such as Perfect Practice, ICE, Tempo, or ADR is valued.
• Meticulous attention to detail, strong multitasking, and ability to meet deadlines in a high-volume environment.

Responsibilities

• Manage Assignments: oversee the full lifecycle of Assignments of Mortgage (AOM) from receipt to county recording.
• Handle Document Recording: file and track Lis Pendens, title order instruments, and related real estate paperwork.
• Audit Legal Descriptions: coordinate approvals and submissions to county and state authorities.
• Track Title Timelines: monitor schedules, resolve aging files, and order title gap searches.
• Maintain System Integrity: ensure data accuracy in Perfect Practice and client portals (ICE, Tempo, ADR).
• Support the Legal Team: assist in filing complaint and summons packages under tight deadlines, aid Title Examiners and Legal Assistants with document retrieval.
• Manage Communications: monitor shared departmental inboxes and provide prompt, professional responses.

Skills

Legal support experience

Multitasking

Attention to detail

Education

High school diploma

Associate degree preferred

Tools

Perfect Practice

ICE

Tempo

ADR

Microsoft Office

Job description

Are you an organized, detail-oriented professional looking to elevate your career in real estate law? Diaz Anselmo & Associates is seeking a committed Administrative Assistant to join our Title/First Legal team. In this pivotal role, you will manage mortgage documentation and title processes, working closely with clients and internal peers alike to keep our operations accurate, compliant, and right on schedule.

What You’ll Do

• Manage Assignments: Oversee the full lifecycle of Assignments of Mortgage (AOM), ranging from initial receipt to final county recording.
• Handle Document Recording: File and track Lis Pendens, title order instruments, and associated real estate paperwork.
• Audit Legal Descriptions: Coordinate formal approvals and ensure flawless submissions to county and state authorities.
• Track Title Timelines: Monitor production schedules, proactively resolve aging files, and order critical title gap searches.
• Maintain System Integrity: Ensure data remains precise and up to date within Perfect Practice and client portals (such as ICE, Tempo, and ADR).
• Support the Legal Team: Assist in filing complaint and summons packages under tight deadlines, and aid Title Examiners and Legal Assistants with document retrieval.
• Manage Communications: Monitor and manage shared departmental inboxes, providing prompt, professional responses.

What You Bring

• Professional Experience: 2 to 4 years of experience as a Legal Assistant or Paralegal (background in foreclosure, creditor rights, or real estate litigation is a strong plus).
• Technical Skills: Proficiency in the Microsoft Office Suite; familiarity with legal case management platforms such as Perfect Practice, ICE, Tempo, or ADR is highly valued.
• Core Mindset: Meticulous attention to detail, exceptional multitasking capabilities, and a proven talent for meeting strict deadlines in a high-volume environment.
• Education: High school diploma required; a college degree or Associate's is preferred.

Position Details

• Schedule: Full-time, Monday through Friday.
• Location: Onsite office-based role.

Why Join Diaz Anselmo & Associates?

We offer a collaborative, supportive workplace centered on professional excellence and regulatory compliance. If you are ready to take ownership of a critical component of our real estate operations,