Process Serving Agency Administrative Assistant

All New York Process Servers Inc; City of Rochester (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

401(k) matching

Bonus based on performance

Dental insurance

Flexible schedule

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Job summary

All New York Process Servers Inc is seeking an organized, detail-oriented Office Manager to oversee the daily operations of our busy process serving agency. The role focuses on delivering exceptional client service, maintaining quality control, supporting staff, and ensuring cases move smoothly from intake to completion.

The ideal candidate thrives in a fast-paced environment, communicates professionally, and understands that accuracy and timeliness are critical in the legal field.

Qualifications

• 3+ years of office management or administrative experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Ability to prioritize and meet deadlines in a fast-paced environment.
• High attention to detail and accuracy.
• Professional and customer-service oriented.
• Proficiency with Microsoft Office, Google Workspace, and web-based software (will be trained).
• Understanding of process serving.

Responsibilities

• Office Operations: Manage day-to-day office operations and workflow; Oversee and support administrative staff and process servers; Ensure deadlines are met and cases are handled efficiently; Maintain company procedures and quality control standards; Assist with scheduling and assigning work.
• Client Service: Serve as a primary point of contact for clients, attorneys, and vendors; Respond to inquiries via phone and email in a professional and timely manner; Resolve client concerns and provide status updates; Build and maintain strong relationships with existing clients.
• Case Management: Review new assignments for accuracy and completeness; Enter and monitor cases in process serving software; Track deadlines and follow-up requirements; Coordinate with process servers and subcontractors; Ensure proper completion and return of affidavits and affirmations of service.
• Quality Control: Review service attempts and notes for accuracy; Ensure compliance with client instructions, CPLR requirements, and company standards; Maintain detailed records and documentation.
• Administrative Duties: Process invoices and assist with billing functions; Monitor accounts receivable and collections as needed; Prepare reports and assist with special projects; Help implement and improve office procedures.

Skills

Organization

Multitasking

Communication

Prioritization

Attention to detail

Customer service

Team player

Problem solving

Confidential handling

Time management

Tools

Microsoft Office

Google Workspace

Web-based software

Job description

Benefits

• 401(k) matching


• Bonus based on performance


• Dental insurance


• Flexible schedule


• Health insurance


• Opportunity for advancement


• Paid time off


• Vision insurance

All New York Process Servers is seeking an organized, detail-oriented, and customer-focused Office Manager to oversee the daily operations of our busy process serving agency. The Office Manager plays a key role in ensuring exceptional client service, maintaining quality control, supporting staff, and keeping cases moving efficiently from intake to completion.

The ideal candidate thrives in a fast-paced environment, communicates professionally, and understands that accuracy and timeliness are critical in the legal field.

Responsibilities

Office Operations

• Manage day-to-day office operations and workflow.


• Oversee and support administrative staff and process servers.


• Ensure deadlines are met and cases are handled efficiently.


• Maintain company procedures and quality control standards.


• Assist with scheduling and assigning work.

Client Service

• Serve as a primary point of contact for clients, attorneys, and vendors.


• Respond to inquiries via phone and email in a professional and timely manner.


• Resolve client concerns and provide status updates.


• Build and maintain strong relationships with existing clients.

Case Management (oversee these tasks)

• Review new assignments for accuracy and completeness.


• Enter and monitor cases in process serving software.


• Track deadlines and follow-up requirements.


• Coordinate with process servers and subcontractors throughout New York State.


• Ensure proper completion and return of affidavits and affirmations of service.

Quality Control (oversee these tasks)

• Review service attempts and notes for accuracy.


• Ensure compliance with client instructions, CPLR requirements, and company standards.


• Maintain detailed records and documentation.

Administrative Duties

• Process invoices and assist with billing functions.


• Monitor accounts receivable and collections as needed.


• Prepare reports and assist with special projects.


• Help implement and improve office procedures.

Qualifications

• 3+ years of office management or administrative experience.


• Strong organizational and multitasking skills.


• Excellent written and verbal communication.


• Ability to prioritize and meet deadlines in a fast-paced environment.


• High attention to detail and accuracy.


• Professional and customer-service oriented.


• Proficiency with Microsoft Office, Google Workspace, and web-based software (will be trained).


• Understanding of process serving.

Desired Traits

• Self-motivated and dependable.


• Positive attitude and team player.


• Strong problem-solving skills.
  
• Ability to handle confidential information.


• Comfortable managing multiple priorities simultaneously.


• Takes pride in providing exceptional service and maintaining accuracy.

Benefits

• Competitive salary


• Paid time off


• $200 towards health insurance


• 3% match towards retirement


• Growth opportunities


• Supportive team environment

PAY IS NEGOTIABLE