Administrative Associate

Job Summary

The Administrative Associate will be a critical member of our legal team, responsible for complex administrative support, legal document preparation, and proprietary project management across multiple software platforms. This role requires exceptional attention to detail, a high degree of autonomy, and the ability to quickly master legal concepts related to property tax foreclosures, Texas heirship and court procedures. The successful candidate will act as the primary liaison between the legal team and our individual , business and non-profit former property owner clients.

Key Responsibilities

Legal & Case Management Support

• Heirship Document Preparation: Create and prepare detailed family tree exhibits and heirship distribution of interest charts for submission as legal exhibits, primarily for Petitions for the Withdrawal of Excess Proceeds.
• Contract Drafting: Draft and prepare standard legal sales contracts for all confirmed heirs in court-filed cases and ensure proper documentation and saving within firm’s legal practice management system.
• Legal Research & Due Diligence:
• Conduct comprehensive research and skip tracing to locate and verify heirs, including obtaining current telephone numbers and email addresses needed for court filings and service.
• Contact Texas District and County Courts to obtain various legal documents (real estate, probate, family law and property tax foreclosures) to support winning cases for clients.
• Case Vetting & Data Acquisition:
• Download and manage all related court documents within firm’s legal practice management system.
• Client/Petitioner Verification: Contact and verify the identity and information of new petitioners who execute law firm service agreements.

Database & Project Management

• CRM Data Management
• Enter relevant case data into CRM and attach all relevant court documents for use by the Attorneys, Legal Assistants and Paralegals.
• Serve as the primary data steward for specific projects, ensuring accuracy and completeness across all platforms.
• Performance Auditing & Reporting:
• Audit activity performed and documents in CRM to ensure compliance and productivity.
• Develop and generate customized CRM reports for management review and team meetings.
• Prepare Team Reports and present in weekly law firm huddles.

Qualifications & Requirements

Required Experience

• Minimum of 3+ years of professional administrative, paralegal, or project coordination experience, preferably within a law firm, real estate, or financial services environment.
• Proven experience working with complex legal documents, contracts, or detailed financial/case records.

Required Skills & Knowledge

· Legal/Procedural: Proficient understanding of Texas Intestate Succession and probate heirship rules (or the ability to quickly master them).

· Software Proficiency: Advanced proficiency in Microsoft Office products (Word, Excel, Outlook). Demonstrated experience with or ability to quickly learn MyCase (or similar Legal Practice Management Software), CRM (or similar Customer Relationship Management software), and OneDrive.

· Data & Research: Expert level attention to detail and accuracy in data entry and document review. Proven ability to conduct effective skip tracing and public records research using online court portals and county records (i.e. Ancestry.com, Lexus Nexus)

· Personal Attributes: Exceptional ability to work autonomously and manage time effectively with minimal supervision. Highly resourceful and possesses a demonstrated ability to learn quickly on the job.

· Collaboration: Excellent written and verbal communication skills, with the ability to collaborate effectively with paralegals, legal assistants, attorneys, ARS, and external management teams.

Education

• Required: Bachelor’s degree in a relevant field (e.g., Business Administration, Legal Studies, Finance).
• A Plus: Bi-lingual fluency (e.g., Spanish/English).

Compensation & Benefits

• Starting Salary: $40,000 annually.
• Bonus Structure: Eligibility for performance bonuses and incentives up to an additional $12,000 annually.
• Benefits: Comprehensive benefits package, including Medical, Dental, and Vision insurance.
• Retirement: 401(k) plan with a 4% employer match.
• Work Schedule: Full-time, on-site position. Monday through Friday, 8:30 AM to 5:30 PM.

Job Type: Full-time

Pay: $41,500.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person