Administrative Assistant – Title / First Legal

Diaz Anselmo & Assoc. PA; Naperville (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Diaz Anselmo & Associates is seeking an Administrative Assistant to join the Title/First Legal team in an onsite office role. You will manage mortgage documentation, title processes, and communications with clients and colleagues to ensure accurate workflows and strict deadlines.

The ideal candidate brings 2–4 years as a Legal Assistant or Paralegal, proficient MS Office skills, and familiarity with Perfect Practice, ICE, Tempo, or ADR.

Qualifications

• 2–4 years of experience as a Legal Assistant or Paralegal.
• Proficiency in Microsoft Office.
• Familiarity with Perfect Practice, ICE, Tempo or ADR.
• High school diploma required; college degree or Associate's preferred.

Responsibilities

• Oversee the complete lifecycle of Assignments of Mortgage (AOM) from receipt to county recording.
• File and track Lis Pendens, title order instruments, and related real estate paperwork.
• Audit legal descriptions and coordinate submissions to county/state agencies.
• Track title production schedules and resolve aging files.
• Maintain data in Perfect Practice and client portals (ICE, Tempo, and ADR).
• Support the Legal Team: assist in filing complaint and summons packages under deadlines.
• Manage communications: monitor shared inboxes and respond professionally.

Skills

Microsoft Office

Attention to detail

Multitasking

Communication skills

Education

High school diploma

Associate degree preferred

Tools

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. If you are ready to take ownership of a critical piece of our real estate operations,