Legal Administrative Assistant

Harbor Group Management; Norfolk (VA); On-site; USD 22,000 - 30,000; Part time

Job summary

Harbor Group Management seeks a part-time Legal Administrative Assistant to support our in-house attorneys and paralegals at the Norfolk corporate office. The role involves handling correspondence, coding and processing invoices, and assembling closing packages for real estate transactions with confidentiality and precision.

The ideal candidate will have at least one year of admin experience, be proficient in Microsoft Office, and be able to manage multiple deadlines while maintaining discretion.

Qualifications

• High school diploma or equivalent.
• One or more years of administrative, clerical, or office support experience.
• Strong attention to detail and accuracy, particularly with numbers and documents.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Demonstrated ability to handle privileged and confidential information with discretion.
• Strong organizational skills and ability to manage competing deadlines.
• Reliable on-site availability of approximately 20 hours per week during standard business hours.
• Ability to lift and move document boxes weighing up to 25 pounds and to operate standard office equipment.

Responsibilities

• Correspondence & Document Management: Open, scan, and distribute mail; index scanned correspondence; coordinate deliveries; track shipments; keep files organized.
• Invoice Coding & Processing: Code invoices to the correct matter; route for review; submit for payment; maintain billing records.
• Closing & Transaction Support: Assemble closing packages; coordinate execution; index closing binders.
• Department & Team Support: Provide general admin support; order supplies; schedule meetings; handle confidential information with discretion.

Skills

Attention to detail

Organizational skills

Time management

Discretion with confidential info

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Legal Administrative Assistant

LOCATION: Onsite Norfolk, VA Corporate Office HOURS: Part-time (20 hours per week) Job Summary: The Legal Administrative Assistant provides day-to-day administrative support to HGMC's in-house attorneys and paralegals. Working approximately 20 hours per week from our Norfolk corporate office, this team member keeps the department running: managing incoming correspondence, coding and processing invoices, coordinating time-sensitive deliveries, and assembling closing packages for real estate transactions. This is a detail-driven role where accuracy and discretion matter. Privileged and confidential information passes through this desk every day, and the person in this seat is trusted to handle it appropriately. The position is well suited to someone seeking meaningful part-time work in a professional environment, including candidates pursuing paralegal certification or legal studies.

Responsibilities:

• Correspondence & Document Management
  • Open, scan, and distribute incoming mail to the appropriate attorney or paralegal each business day.
  • Save and index scanned correspondence to the department's electronic filing structure.
  • Prepare and coordinate overnight packages, courier requests, and time-sensitive document deliveries.
  • Track outgoing shipments and confirm receipt of executed documents.
  • Maintain organized physical and electronic files for department records.
• Invoice Coding & Processing
  • Code incoming legal invoices to the correct matter, entity, and general ledger account.
  • Route invoices for attorney review and submit approved invoices for payment.
  • Track invoice status and follow up on outstanding items with outside counsel and Accounts Payable.
  • Maintain billing records for outside counsel and department vendors.
• Closing & Transaction Support
  • Copy, organize, and assemble closing packages for acquisitions, dispositions, and financings.
  • Prepare signature packets and coordinate document execution.
  • Compile and index closing binders in both physical and electronic formats.
  • Support the paralegal team with document collection and organization ahead of closing deadlines.
• Department & Team Support
  • Provide general administrative support to the paralegal team and department initiatives.
  • Order and maintain department supplies and office materials.
  • Schedule meetings and reserve conference space as requested.
  • Handle privileged and confidential information with discretion at all times.

Qualifications:

• Required
  • High school diploma or equivalent.
  • One or more years of administrative, clerical, or office support experience.
  • Strong attention to detail and accuracy, particularly when working with numbers and documents.
  • Proficiency with Microsoft Outlook, Word, and Excel.
  • Demonstrated ability to handle privileged and confidential information with discretion.
  • Strong organizational skills and the ability to manage competing deadlines.
  • Reliable on-site availability of approximately 20 hours per week during standard business hours.
  • Ability to lift and move document boxes weighing up to 25 pounds and to operate standard office equipment.
• Preferred
  • Prior experience in a law firm, corporate legal department, or title or real estate closing environment.
  • Familiarity with invoice coding, accounts payable workflows, or matter management systems.
  • Coursework toward a paralegal certificate or a legal studies degree.
  • Experience with document management or electronic filing systems.

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