Administrative Assistant – Title / First Legal

Diaz Anselmo & Associates P.A.; Naperville (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Diaz Anselmo & Associates P.A. in Naperville, IL is seeking an organized Administrative Assistant for our Title/First Legal team.

You will manage mortgage documentation, file and track real estate documents, and support the legal staff to keep workflows accurate and on time. This full-time onsite role requires 2–4 years of legal assistant experience, proficiency with MS Office and practice-management systems, and strong deadline-oriented multitasking.

Qualifications

• 2–4 years as a Legal Assistant or Paralegal, preferably in foreclosure, creditor rights, or real estate litigation.
• Proficiency in MS Office; experience with Perfect Practice, ICE, Tempo, or ADR is highly valued.
• Sharp attention to detail, great multitasking skills, and ability to hit tight deadlines in a high-volume environment.
• High school diploma required; Degree or Associate's preferred.

Responsibilities

• Oversee the full lifecycle of Assignments of Mortgage (AOM) from receipt to final recording.
• File and track Lis Pendens, Title Order Instruments, and related real estate documents.
• Coordinate formal approvals for legal descriptions and ensure submissions to county and state entities are error-free.
• Monitor production schedules, chase aging files, and order title gap searches.
• Keep data current in Perfect Practice and client portals (ICE, Tempo, ADR).
• Help file complaints/summons packages under deadlines and assist Title Examiners and Legal Assistants with retrieval.
• Manage shared departmental email boxes with prompt, professional responses.

Skills

Attention to detail

Multitasking

Deadline-driven

Organizational skills

Education

High school diploma

Associate's degree preferred

Tools

MS Office

Perfect Practice

ICE

Tempo

ADR

Job description

Are you an organized, detail-oriented professional ready to grow your career in real estate law? Diaz Anselmo & Associates is hiring an Administrative Assistant for our Title/First Legal team. In this vital role, you’ll manage mortgage documentation and title processes, collaborating with clients and internal teams to keep our workflows moving accurately and on time.

What You’ll Do (Key Responsibilities)

• Manage Assignments: Oversee the full lifecycle of Assignments of Mortgage (AOM) from receipt to final recording.
• Handle Document Recording: File and track Lis Pendens, Title Order Instruments, and related real estate documents.
• Audit Legal Descriptions: Coordinate formal approvals and ensure error-free submissions to county and state entities.
• Track Title Timelines: Monitor production schedules, chase down aging files, and order title gap searches.
• Maintain Systems: Keep data crisp and current in Perfect Practice and client portals (ICE, Tempo, ADR).
• Support the Legal Team: Help file complaints/summons packages under tight deadlines, and assist Title Examiners and Legal Assistants with document retrieval.
• Own the Inbox: Manage shared departmental email boxes with prompt, professional responses.

What You Bring (Qualifications)

• Experience: 2–4 years as a Legal Assistant or Paralegal (foreclosure, creditor rights, or real estate litigation experience is a massive plus).
• Tech Skills: Proficiency in MS Office; experience with Perfect Practice, ICE, Tempo, or ADR is highly valued.
• Mindset: Sharp attention to detail, great multitasking skills, and a knack for hitting strict deadlines in a high-volume environment.
• Education: High school diploma required; Degree or Associate's preferred.

Full-time, Monday - Friday, onsite role.

Why Diaz Anselmo & Associates? We offer a collaborative, supportive environment focused on excellence and compliance. If you’re ready to play a critical role in our real estate processes,