Administrative Assistant – Title / First Legal

Diaz Anselmo & Associates P.A.; Naperville (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

Diaz Anselmo & Associates P.A. is seeking an organized Administrative Assistant for our Title/First Legal team in Naperville, IL. You will oversee mortgage documentation and title workflows, coordinating with clients and internal staff to ensure accuracy and compliance.

You will handle AOM lifecycles, record filings, and maintain data in Perfect Practice and portals such as ICE, Tempo, and ADR. A 2–4 year legal support background and MS Office proficiency are expected.

Qualifications

• 2–4 years of experience as a Legal Assistant or Paralegal (foreclosure, creditor rights, or real estate litigation a plus).
• Proficiency in Microsoft Office; familiarity with legal case management systems like Perfect Practice/ICE/Tempo/ADR is valued.
• Strong attention to detail, multitasking ability, and ability to meet deadlines in a high-volume setting.
• High school diploma required; college degree/Associate's preferred.

Responsibilities

• Oversee mortgage documentation and title processes from start to county recording.
• File and track Lis Pendens, title order instruments, and related real estate paperwork.
• Coordinate approvals and ensure submissions to county/state agencies are flawless.
• Monitor title production schedules, resolve aging files, and order title gap searches.
• Maintain data accuracy in Perfect Practice and client portals (ICE, Tempo, ADR).
• Assist in filing complaint and summons packages under deadlines; aid Title Examiners and Legal Assistants with document retrieval.
• Manage shared departmental inboxes and respond promptly and professionally.

Skills

Attention to detail

Multitasking

Deadline-driven

Education

High school diploma

College degree or Associate's (preferred)

Tools

Microsoft Office

Perfect Practice

ICE

Tempo

ADR

Job description

Are you an organized, detail-focused professional eager to advance your career within real estate law? Diaz Anselmo & Associates is seeking a dedicated Administrative Assistant to join our Title/First Legal team. In this key role, you will oversee mortgage documentation and title processes, partnering closely with both clients and internal colleagues to keep our workflows precise, compliant, and on schedule.

What You’ll Do

• Manage Assignments: Oversee the complete lifecycle of Assignments of Mortgage (AOM), from initial receipt to final county recording.
• Handle Document Recording: File and track Lis Pendens, title order instruments, and related real estate paperwork.
• Audit Legal Descriptions: Coordinate formal approvals and guarantee flawless submissions to county and state agencies.
• Track Title Timelines: Monitor production schedules, actively resolve aging files, and order essential title gap searches.
• Maintain System Integrity: Keep data accurate 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 strict deadlines, and aid Title Examiners and Legal Assistants with document retrieval.
• Manage Communications: Monitor and manage shared departmental inboxes, delivering 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 advantage).
• Technical Skills: Proficiency in the Microsoft Office Suite; familiarity with legal case management systems like Perfect Practice, ICE, Tempo, or ADR is highly valued.
• Core Mindset: Meticulous attention to detail, exceptional multitasking abilities, and a proven talent for meeting strict deadlines in a high-volume setting.
• 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.