Legal Document Intake & Validation Specialist

Goldman Magdalin Straatsma LLP; Los Angeles (CA); In loco; USD 52.000 - 76.000; Tempo pieno

Descrizione del lavoro

Goldman Magdalin Straatsma LLP is seeking an organized, detail-oriented Legal Document Intake & Mail Operations Specialist to join its fast-paced administrative team. This role bridges traditional physical mailroom duties with high-volume digital sorting and new client file intake.

You will log and route documents securely, build client files in the firm’s system, perform basic conflict checks, and maintain confidentiality and HIPAA/privacy standards.

Competenze

• Experience: 1-3 years of administrative experience in a law firm, professional services, or high-volume document processing environment.
• Technical Proficiency: Highly comfortable with digital document management systems, Adobe Acrobat, scanning software, MS Office Suite (Word, Excel, Outlook), and database data entry.
• Attention to Detail: Exceptional organizational skills with zero-tolerance for data entry errors, ensuring critical legal documents never get misplaced or mislabeled.
• Communication: Professional written and verbal communication skills to effectively collaborate across various firm departments.
• Time Management: Ability to thrive in a high-volume, deadline-driven environment while multitasking between physical and digital responsibilities.

Mansioni

• Physical Mailroom Operations
• Receive, sort, open, and distribute all incoming daily U.S. Mail, courier deliveries, and overnight packages.
• Operate mailroom equipment, including postage meters, scanners, and high-volume document scanners.
• Handle outbound physical mail, certified mailings, and coordination with courier services (FedEx, UPS, USPS).
• Maintain inventory of mailroom supplies and ensure a clean, organized physical workspace.
• Digitize physical correspondence through high-resolution scanning and OCR workflows.
• Validate incoming digital documents and electronic faxes to ensure completeness, legibility, and correct document categorization.
• Review metadata, cross-reference sender/recipient details against internal databases, and flag discrepancies, urgent court deadlines, or anomalies for immediate review.
• Create and establish new client files and matters within the firm’s Practice Management / Document Management system.
• Accurately input critical intake data, including client names, opposing parties, case numbers, jurisdictions, and assigned attorneys, adhering strictly to firm naming conventions.
• Perform conflict-of-interest preliminary checks as part of the intake workflow under the supervision of the administrative lead.
• Set up physical and electronic file folders, ensuring immediate accessibility for legal teams.
• Collaboration & Compliance
• Coordinate closely with legal admins and attorneys to resolve missing information or misdirected documents.
• Maintain strict adherence to confidentiality guidelines, data security protocols, and HIPAA/privacy standards regarding sensitive legal and client documents.

Conoscenze

Administrative experience

Attention to detail

Communication

Time management

Organizational skills

Strumenti

Adobe Acrobat

Scanning software

MS Word

MS Excel

MS Outlook

Document management systems

Descrizione del lavoro

Goldman Magdalin Straatsma LLP is seeking an organized, detail-oriented Legal Document Intake & Mail Operations Specialist to join its fast-paced administrative team. This role bridges traditional physical mailroom duties with high-volume digital sorting and new client file intake.

You will log and route documents securely, build client files in the firm’s system, perform basic conflict checks, and maintain confidentiality and HIPAA/privacy standards.