Legal Administrative Assistant

Doss Law, PC; United States; On-site; USD 55,000 - 65,000; Full time

Job summary

Doss Law is seeking a highly organized Legal Administrative Assistant to support attorneys in a fast-paced environment focused on mortgage lending, private lending, fund formation, corporate matters, licensing, and compliance.

The role involves client intake, onboarding, file management, invoicing, billing cycles, and coordination with clients and regulators. Remote work option with the Irvine, CA area noted.

Qualifications

• Experience as a legal assistant or in a professional-services environment.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication.
• Professional judgment and discretion with confidential information.
• Ability to manage multiple assignments and deadlines without losing track.
• Proficiency with Microsoft Office and document-management tools.
• Comfort with legal/regulatory filing systems.

Responsibilities

• Assist with client intake, onboarding, and engagement documentation.
• Open and maintain client and matter files; ensure electronic records are organized.
• Prepare and process client invoices; assist with monthly billing cycles.
• Monitor accounts receivable; provide payment reminders and follow-up communications.
• Process and record client payments; maintain accurate billing records.
• Update client contact information, billing contacts, fee arrangements, and other account data.
• Track outstanding documents, signatures, and action items.
• Communicate professionally with clients, regulators, vendors, and third parties.
• Coordinate signatures and execution of documents via e-signature platforms.
• Assist attorneys with administrative aspects of ongoing matters.
• Perform basic research as directed by attorneys.
• Provide general administrative and operational support for day-to-day operations.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Multitasking

Proofreading

Document management

Discretion with confidential info

Independence

Tools

Microsoft Word

Microsoft Outlook

Excel

Adobe Acrobat

Electronic filing systems

Job description

Doss Law is seeking a highly organized, detail-oriented Legal Administrative Assistant

Doss Law is seeking a highly organized, detail-oriented Legal Administrative Assistant to support our attorneys and legal team in a fast-paced law firm environment. Our practice focuses primarily on mortgage lending, private lending, fund formation, corporate matters, licensing, and regulatory compliance.

This position is well suited for someone who is proactive, dependable, comfortable managing multiple priorities, and understands that accuracy, responsiveness, and follow-through are essential in a legal practice.

Responsibilities -

To provide administrative and legal support to attorneys and other members of the firm, including:

• Assisting with client intake, engagement documentation, and administrative onboarding;
• Opening and maintaining client and matter files and ensuring electronic records are organized and current;
• Preparing and processing client invoices and assisting with monthly billing cycles;
• Monitoring accounts receivable, tracking outstanding invoices, and providing routine payment reminders and follow-up communications to clients;
• Processing and recording client payments and assisting with maintaining accurate billing and payment records;
• Maintaining and updating client contact information, billing contacts, fee arrangements, and other administrative account information;
• Tracking outstanding client documents, information requests, signatures, and other action items;
• Communicating professionally with clients, government agencies, regulators, registered agents, vendors, and other third parties;
• Coordinating signatures and execution of documents through electronic signature platforms;
• Assisting attorneys with administrative aspects of ongoing client matters and projects;
• Performing basic research and information gathering as directed by attorneys; and
• Providing general administrative and operational support to ensure client matters and the firm's day-to-day business operations run efficiently.

Qualifications -

The ideal candidate will have:

• Prior experience as a legal assistant, administrative legal assistant, legal secretary, or in a comparable professional-services environment;
• Excellent organizational skills and exceptional attention to detail;
• Strong written and verbal communication skills;
• Professional judgment and discretion when handling confidential and sensitive information;
• The ability to manage multiple assignments and competing deadlines without losing track of details;
• Strong proofreading, formatting, and document-management skills;
• Proficiency with Microsoft Office, including Word, Outlook, Excel, and Adobe Acrobat;
• Comfort learning and working with legal, regulatory, document-management, and electronic filing systems;
• The ability to work independently, identify what needs to be done, and follow assignments through to completion;
• A professional and responsive approach to client communications; and
• A willingness to learn the firm's practice areas and develop familiarity with applicable filing and administrative procedures.

What We're Looking For

We are looking for someone who takes ownership of their work. The successful candidate should be able to receive an assignment, understand the objective, ask appropriate questions when necessary, and ensure the task is completed accurately and timely.

Because our attorneys regularly handle time-sensitive regulatory and transactional matters, this role requires someone who is comfortable working at a fast pace while maintaining a high degree of accuracy and organization.

The right candidate will be a team player who is dependable, resourceful, professional, and genuinely interested in becoming an integral part of the firm's day-to-day operations.

Compensation:

$55,000 - $65,000

Schedule:

Full-Time / Monday–Friday

Location:

Remote / Irvine, CA

Travel:

Occasional travel for trade shows, conferences, and work events.

About Doss Law

Doss Law is a California law firm with extensive experience in mortgage lending, private lending, fund formation, corporate transactions, licensing, and regulatory compliance. The firm represents lenders, brokers, fund managers, financial services companies, and other businesses in transactional and regulatory matters.