Administrative Assistant

Process Server One is seeking a highly organized, detail-oriented, and dependable Administrative Assistant to support daily office operations and ensure the smooth coordination of administrative, legal, and client-related tasks. The Administrative Assistant plays a critical role in maintaining efficiency, accuracy, and professionalism within the organization, serving as a central point of contact for internal staff, process servers, attorneys, courts, and clients.

This position requires excellent communication skills, strong organizational abilities, and a working understanding of legal or service-based administrative processes. The ideal candidate is proactive, adaptable, and capable of handling multiple responsibilities in a fast-paced environment while maintaining confidentiality and compliance with legal standards.

Key Responsibilities

Administrative Support

• Provide comprehensive administrative support to management, process servers, and office staff.
• Manage daily office operations, ensuring workflows are organized and tasks are completed efficiently.
• Prepare, organize, and maintain physical and digital files related to service of process, affidavits, court documents, and client records.
• Assist with drafting correspondence, reports, forms, and internal documentation as required.

Client and Communication Management

• Serve as the first point of contact for incoming phone calls, emails, and inquiries from clients, attorneys, courts, and vendors.
• Respond professionally and promptly to client questions regarding service status, documentation, billing, and scheduling.
• Maintain clear and accurate communication between clients and process servers to ensure timely service completion.
• Relay important updates, deadlines, and instructions to relevant team members.

Scheduling and Coordination

• Coordinate service requests by assigning jobs to process servers based on location, availability, and urgency.
• Track service deadlines, court dates, and statutory requirements to ensure compliance with applicable laws and regulations.
• Monitor job progress and follow up with process servers to obtain status updates and completed documentation.
• Assist in scheduling meetings, training sessions, and internal reviews as needed.

Legal and Document Handling

• Review affidavits of service and related legal documents for accuracy, completeness, and compliance before submission.
• File documents with courts electronically or in person, as required.
• Maintain organized records of filed documents, confirmations, and receipts.
• Ensure sensitive legal and personal information is handled securely and confidentially at all times.

Data Entry and Record Management

• Enter and update case information, service attempts, client data, and billing details into company databases or case management systems.
• Maintain accurate logs of service attempts, completion dates, and outcomes.
• Generate reports for management related to service volume, turnaround time, and performance metrics.

Billing and Financial Support

• Assist with preparing invoices, tracking payments, and maintaining billing records.
• Verify service fees, mileage, rush charges, and additional costs for accuracy.
• Coordinate with management or accounting staff to resolve billing discrepancies.
• Maintain organized financial documentation for audits or internal review.

Office Organization and Compliance

• Maintain office supplies, equipment, and administrative resources.
• Ensure office procedures align with company policies and legal requirements.
• Assist in developing and updating administrative processes to improve efficiency and accuracy.
• Support onboarding and training of new administrative staff or process servers as needed.

Required Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, legal studies, or a related field preferred.
• Minimum of 1–3 years of experience in an administrative, office support, or legal support role.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort using databases or case management systems.
• High level of attention to detail and accuracy, especially when handling legal documents.
• Ability to maintain confidentiality and exercise discretion with sensitive information.

Preferred Qualifications

• Previous experience in a process serving company, law firm, court system, or legal services environment.
• Familiarity with legal terminology, court procedures, and service of process requirements.
• Experience with electronic court filing systems (e-filing).
• Customer service experience with professional clients such as attorneys or corporate offices.

Skills and Competencies

• Organization: Ability to manage files, schedules, and workflows efficiently.
• Communication: Clear, professional interaction with clients, staff, and external partners.
• Problem-Solving: Ability to identify issues, anticipate needs, and propose solutions.
• Adaptability: Comfortable working in a fast-paced, deadline-driven environment.
• Professionalism: Maintains a courteous, respectful, and ethical demeanor at all times.
• Technology Skills: Ability to quickly learn and use office software and case management tools.

Work Environment and Physical Requirements

• Primarily office-based with extended periods of sitting, typing, and computer use.
• Occasional lifting of files or office supplies up to a moderate weight.
• May require occasional interaction with courts or external offices.
• Standard business hours, with occasional overtime depending on workload and deadlines.

Why Join Process Server One

Process Server One is committed to providing reliable, timely, and professional service to our clients. As an Administrative Assistant, you will be an essential part of a team that values accuracy, integrity, and collaboration. We offer a supportive work environment, opportunities to develop administrative and legal support skills, and the chance to contribute meaningfully to the success of the organization.

Job Types: Full-time, Part-time

Pay: $ $28.82 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending