Probate & Intake Legal Assistant (Hybrid)

Zoecklein Law PA; Sarasota (FL); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Competitive salary

Employee discounts

Paid time off

Job summary

Zoecklein Law P.A. in Sarasota, FL seeks a capable Legal Assistant/Intake Specialist for a hybrid role combining legal support with client intake and front-office duties. The candidate will assist attorneys on probate and estate matters while serving as a first contact for prospective clients.

Strong organization, compassion, and deadline management are essential. Open new matters, file court papers, coordinate with clients, courts, and third parties, and maintain calendars and checklists.

Qualifications

• Previous experience as a legal assistant in a law firm environment.
• Probate, guardianship, trust, estate, or litigation experience strongly preferred.
• Familiarity with Florida court procedures and electronic filing systems preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple cases, deadlines, and competing priorities effectively.
• Strong written and verbal communication skills.
• Professional telephone and email etiquette.
• Ability to work independently while contributing to a collaborative team.
• Experience using a legal case management system; PracticePanther or a similar platform is preferred.
• Ability to handle confidential and sensitive information with discretion.

Responsibilities

• Open new matters and file new cases with the appropriate court.
• Prepare, organize, and electronically file pleadings, motions, notices, and other legal documents under attorney supervision.
• Send pleadings and other documents to clients for electronic signature.
• Obtain bonds when required by the court.
• Prepare formal notices, certified mailings, and proofs of service as needed throughout each matter.
• Serve beneficiaries with formal notice, including additional service when required as a matter progresses.
• Follow up on court filings and monitor cases as they progress.
• Obtain paid funeral receipts directly from funeral homes.
• Prepare and publish Notices to Creditors.
• Serve known creditors.
• Send filed creditor claims to clients for review and a determination of validity.
• Prepare objections to claims and motions to strike claims under attorney supervision.
• Check for unclaimed funds associated with estates.
• Prepare motions for extensions as needed, including extensions related to inventories and discharge.
• Follow up with beneficiaries regarding joinders and waivers.
• Prepare proposed orders and submit approved orders to the court.
• Obtain certified copies of Letters of Administration and court orders as needed.
• Maintain and update all applicable due dates, court deadlines, hearings, and calendars.
• Prepare and maintain checklists based on individual county and court requirements.
• Prepare file-closing checklists and assist with closing completed matters.
• Manage and organize case files from inception through resolution.
• Coordinate with clients, courts, opposing counsel, beneficiaries, creditors, funeral homes, and other third parties.
• Assist attorneys with hearing and trial preparation, including organizing exhibits and coordinating witnesses.
• Conduct legal research and summarize findings when requested.
• Document all case activity accurately in the firm's case management system.
• Respond to client emails when directed by an attorney.
• Return or follow up on client telephone calls when directed or when the assigned attorney is out of the office.
• Communicate with clients in a professional, calm, and service-oriented manner.
• Proactively identify outstanding tasks and assist with moving matters forward efficiently.
• Perform other administrative and legal-support duties as assigned.

Skills

Strong organizational skills

Excellent communication

Multitasking

Professional telephone etiquette

Education

Legal assistant experience

Tools

PracticePanther

Job description

Zoecklein Law P.A. in Sarasota, FL seeks a capable Legal Assistant/Intake Specialist for a hybrid role combining legal support with client intake and front-office duties. The candidate will assist attorneys on probate and estate matters while serving as a first contact for prospective clients.

Strong organization, compassion, and deadline management are essential. Open new matters, file court papers, coordinate with clients, courts, and third parties, and maintain calendars and checklists.