Legal Front Office & Document Processing Specialist

Kitay Law Offices; Wyomissing (Berks County); On-site; USD 36,000 - 54,000; 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 face of the firm, supporting attorneys and staff through document management, client service, and administrative coordination.

You will ensure a compassionate, professional client experience, manage mail, scheduling, and records, and help with office operations while maintaining confidentiality and accuracy.

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.

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 compliance with 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

Organization

Customer service

Communication

Attention to detail

Confidentiality

Adaptability

Education

High school diploma

Equivalent

Tools

Microsoft Office

Foundation AI

Adobe Acrobat

SmartAdvocate

Document management systems

Job description

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

You will ensure a compassionate, professional client experience, manage mail, scheduling, and records, and help with office operations while maintaining confidentiality and accuracy.