Legal Assistant - Front Office & Document Specialist

Kitay Law Offices; Pennsylvania; On-site; USD 38,000 - 52,000; Full time

Job summary

Kitay Law Offices, The Law Firm With a Heart, seeks a highly organized Legal Assistant – Front Office & Document Specialist to be the welcoming face of the firm and support attorneys with document management, client service, and administrative coordination.

The role emphasizes confidentiality, accuracy, and teamwork, with duties across front desk, document processing, records management, and office operations in a fast-paced legal environment.

Qualifications

• High school diploma or equivalent.
• Prior office experience.
• Strong organizational and multitasking abilities.
• Excellent customer service and communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.
• Ability to learn technology and adapt to new systems and processes.
• Bilingual Spanish/English skills preferred.
• Experience in a law firm or legal environment preferred.
• Criminal Justice education or related experience preferred.
• Experience with legal case management software preferred.
• Additional education beyond high school preferred.

Responsibilities

• Serve as the first point of contact for clients, visitors, vendors, and court personnel.
• Answer and route incoming telephone calls professionally.
• Schedule consultations, appointments, and meetings.
• Maintain a welcoming reception area.
• Deliver a compassionate, professional, and responsive client experience.
• Process incoming mail, faxes, emails, scans, and electronic submissions.
• Scan, upload, index, and organize documents within Foundation AI and case management systems.
• Verify documents are accurately classified and linked to the correct case files.
• Monitor document workflows and resolve routing or indexing issues.
• Maintain organized electronic and physical records.
• Ensure confidentiality and document retention standards.
• Assist attorneys and staff with day-to-day administrative tasks.
• Prepare routine correspondence, forms, and legal documents.
• Maintain client and case information in firm systems.
• Manage shared mailboxes and distribute communications appropriately.
• Coordinate calendars, conference rooms, and office communications.
• Receive, sort, and distribute incoming mail and deliveries.
• Coordinate outgoing mail, courier services, and certified mail.
• Monitor office supply inventory.
• Assist with office projects, team events, meetings, and training initiatives.
• Support payment collection and related recordkeeping activities.

Skills

Organizational skills

Multitasking

Customer service

Communication

Confidentiality

Professionalism

Empathy

Initiative

Independence

Teamwork

Bilingual Spanish/English

Education

High school diploma or equivalent

Criminal Justice education or related experience

Additional education beyond high school

Tools

Microsoft Office Suite

SmartAdvocate

Foundation AI

Adobe Acrobat

Multi-line phone systems

Calendar and scheduling software

Document management systems

Payment processing platforms

Job description

At Kitay Law Offices, The Law Firm With a Heart, we are committed to delivering exceptional legal services while creating a supportive and collaborative workplace. Our team is guided by three core values:

• 5-Star Client Experience
• Stronger Together
• Committed to Excellence

We are seeking a highly organized, customer-focused Legal Assistant – Front Office & Document Specialist to serve as the face of our firm while supporting our attorneys and staff through document management, client service, and administrative coordination.

What You'll Do

Front Office & Client Experience

• Serve as the first point of contact for clients, visitors, vendors, and court personnel.
• Answer and route incoming telephone calls professionally.
• Schedule consultations, appointments, and meetings.
• Maintain a welcoming reception area.
• Deliver a compassionate, professional, and responsive client experience.

Document Processing & Records Management

• Process incoming mail, faxes, emails, scans, and electronic submissions.
• Scan, upload, index, and organize documents within Foundation AI and case management systems.
• Verify documents are accurately classified and linked to the correct case files.
• Monitor document workflows and resolve routing or indexing issues.
• Maintain organized electronic and physical records.
• Ensure compliance with confidentiality and document retention standards.

Administrative Support

• Assist attorneys and staff with day-to-day administrative tasks.
• Prepare routine correspondence, forms, and legal documents.
• Maintain client and case information in firm systems.
• Manage shared mailboxes and distribute communications appropriately.
• Coordinate calendars, conference rooms, and office communications.

Office Operations

• Receive, sort, and distribute incoming mail and deliveries.
• Coordinate outgoing mail, courier services, and certified mail.
• Monitor office supply inventory.
• Assist with office projects, team events, meetings, and training initiatives.
• Support payment collection and related recordkeeping activities.

What We're Looking For

Required Qualifications

• High school diploma or equivalent.
• Prior office experience.
• Strong organizational and multitasking abilities.
• Excellent customer service and communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.
• Ability to learn technology and adapt to new systems and processes.

Preferred Qualifications

• Experience working in a law firm or legal environment.
• Criminal Justice education or related experience.
• Experience with legal case management software.
• Bilingual Spanish/English skills.
• Additional education beyond high school.

Technology & Software Experience

Experience with the following is helpful:

• Microsoft Office Suite
• SmartAdvocate or similar case management software
• Foundation AI
• Adobe Acrobat
• Multi-line phone systems
• Calendar and scheduling software
• Document management and scanning systems
• Payment processing platforms

Ideal Candidate Traits

We're looking for someone who:

• Thrives in a fast-paced environment.
• Takes ownership and initiative.
• Demonstrates empathy and professionalism with clients.
• Works well independently and collaboratively.
• Maintains composure while handling sensitive legal matters.
• Embodies our values of client service, teamwork, and excellence.

Why Join Kitay Law Offices?

At Kitay Law Offices, you'll be part of a team that truly cares about its clients and each other. We offer a collaborative culture, opportunities for growth, competitive benefits, and the chance to make a meaningful impact every day.

If you're passionate about helping people, staying organized, and creating outstanding client experiences, we'd love to hear from you.