Support Administrative Specialist (Document Specialist)

AGG Legal Staffing; Los Angeles (CA); Hybrid; USD 50,000 - 80,000; Full time

Job summary

An established industry player is looking for a Support Administrative Specialist to enhance their document management processes. This exciting role involves preparing, reviewing, and processing legal documents while ensuring adherence to firm standards. The ideal candidate will demonstrate strong technical skills and attention to detail, working independently and collaboratively within a dynamic team. With a hybrid work schedule, this position offers flexibility and the chance to contribute to various departments. If you thrive in a fast-paced environment and possess excellent communication abilities, this opportunity is perfect for you.

Qualifications

• Extensive knowledge of firm operations, policies, and procedures.
• Ability to manage multiple projects and handle sensitive information.

Responsibilities

• Manage complex projects and assist attorneys with document preparation.
• Utilize document processing software to create and format documents.

Skills

Document Preparation

Attention to Detail

Communication Skills

Project Management

Proofreading

Flexibility

Education

5+ years in a law or professional services firm

Tools

Microsoft Office Suite

Document Processing Software

Job description

Support Administrative Specialist (Document Specialist)

We are seeking a Support Administrative Specialist (Document Specialist) to join our Los Angeles office. This role involves comprehensive support in document preparation, review, and processing, ensuring accuracy and adherence to firm standards. The ideal candidate demonstrates strong technical expertise, attention to detail, flexibility, and excellent communication skills. Responsibilities include handling complex projects, assisting attorneys and staff with document-related tasks, managing electronic files, proofreading, and supporting various departments as needed.

The position offers a hybrid work schedule: Saturday through Wednesday, with weekend hours from 9:00 a.m. to 5:00 p.m., and Monday through Wednesday from 1:00 p.m. to 9:00 p.m., with overtime as required.

Key Responsibilities

1. Manage complex projects and administrative requests independently, often under tight deadlines.
2. Assist attorneys with document preparation, review, and processing, communicating directly with legal staff.
3. Utilize document processing software to create, edit, format, and print various document types.
4. Convert documents between applications and organize electronic files.
5. Create hyperlinked indexes, bookmarks, and manage PDF documents.
6. Proofread, redline, and check documents for typos, cross-references, and terminology consistency.
7. Prepare case binders, indexes, tables of contents, and authorities.
8. Respond to departmental communications and delegate tasks clearly.
9. Support emergency preparedness and act as a lead during off-hours emergencies.
10. Lead projects, coordinate support across departments, and provide troubleshooting support.
11. Train and support staff members as needed, perform general administrative duties, and ensure resource management.

Qualifications

• Extensive knowledge of firm operations, policies, and procedures.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent interpersonal and communication skills.
• Ability to manage multiple projects, prioritize tasks, and handle sensitive information confidentially.
• Strong organizational skills and ability to work independently and within a team.
• Understanding of database structures and functionalities.
• Flexibility to work hours including weekends as needed.

Experience and Education

• Minimum of five years’ experience working with complex documents in a law or professional services firm, with advanced administrative and proofreading skills.