Probate Legal Assistant / Administrative Assistant
Location: Coral Springs, Florida
Work Arrangement: Hybrid — approximately 3–4 days in the office and 1–2 days working remotely
Employment Type: [Full-Time]
Compensation: [$18.00/Hour]
Position Overview
Rosenberg Law Firm is seeking a highly organized, dependable, and professional Probate Legal Assistant/Administrative Assistant to support our growing probate department.
This position will work closely with the Probate Division and assist with client communication, case intake, document collection, file organization, routine document preparation, court filings, scheduling, and general administrative support.
The ideal candidate is proactive, detail-oriented, comfortable managing multiple cases at the same time, and able to communicate professionally and compassionately with clients who may be dealing with the recent loss of a family member.
Primary Responsibilities
- Assist with opening and organizing new probate, estate, and trust administration files.
- Communicate with potential and existing clients by telephone, email, and text.
- Conduct initial intake and gather basic information regarding the deceased, surviving family members, estate assets, wills, trusts, real property, and other relevant details.
- Send intake questionnaires, engagement agreements, payment instructions, and document requests.
- Follow up with potential clients regarding outstanding engagement agreements, payments, and requested information.
- Request and organize supporting documents, including death certificates, wills, trusts, deeds, financial statements, creditor information, and beneficiary information.
- Maintain complete and accurate physical and electronic client files.
- Enter client and case information into the firm’s case-management and billing systems.
- Prepare routine probate documents, correspondence, notices, waivers, consents, affidavits, proposed orders, and other forms under attorney or paralegal supervision.
- Proofread documents for spelling, formatting, names, dates, case numbers, and other important information.
- Assist with preparing filings for summary administration, formal administration, homestead proceedings, ancillary administration, trust administration, and related estate matters.
- Electronically file documents through the Florida Courts E-Filing Portal.
- Communicate with judicial assistants, court clerks, process servers, publication companies, and other outside parties regarding case status and filing requirements.
- Monitor court dockets and save filed documents, orders, notices, and correspondence to the appropriate client file.
- Calendar and track deadlines, hearings, creditor periods, document requests, follow-ups, and case milestones.
- Schedule client meetings, document signings, telephone conferences, and attorney appointments.
- Prepare documents for electronic signature, notarization, mailing, or in-office execution.
- Follow up with clients regarding missing documents, signatures, notarizations, payments, and other outstanding items.
- Provide clients with basic procedural updates while directing legal questions to the attorney or probate department head.
- Assist with preparing and sending status updates to clients.
- Scan, copy, upload, label, save, and organize documents using the firm’s file-naming procedures.
- Process incoming and outgoing mail, certified mail, and overnight deliveries.
- Help move signed matters from intake through drafting, attorney review, filing, administration, and closing.
- Maintain confidentiality and protect all client and firm information.
- Provide general administrative support to the probate department as needed.
Required Qualifications
- Previous administrative, customer-service, or legal-office experience.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Exceptional attention to detail.
- Ability to follow established procedures and written instructions.
- Ability to manage a high volume of emails, telephone calls, documents, and deadlines.
- Ability to prioritize assignments and complete work without constant supervision.
- Professional and compassionate manner when communicating with grieving families.
- Comfortable learning legal terminology, court procedures, and probate processes.
- Proficiency with Microsoft Outlook, Word, Adobe Acrobat, electronic filing systems, and general office technology.
- Reliable attendance and transportation for required in-office work.
- Ability to maintain strict client confidentiality.
Preferred Qualifications
- Previous experience working in a law firm.
- Probate, estate planning, trust administration, or guardianship experience.
- Experience with Florida’s E-Filing Portal.
- Experience with legal case-management or billing software.
- Experience preparing, proofreading, and filing legal documents.
- Familiarity with Florida probate court procedures is strongly preferred but not required.
Important Skills and Characteristics
The successful candidate will be:
- Highly organized and detail-oriented.
- Responsible and dependable.
- Proactive about following up and completing tasks.
- Comfortable working in a fast-paced environment.
- Able to accept feedback and follow firm procedures.
- Professional when communicating with clients, courts, attorneys, and coworkers.
- Capable of handling sensitive and confidential matters.
- Able to recognize urgent issues and promptly bring them to the attention of the attorney or probate department head.
- Willing to assist wherever needed to keep cases progressing.
Performance Expectations
The person hired for this position will be expected to:
- Respond to assigned client communications promptly.
- Accurately calendar and monitor all deadlines.
- Consistently follow up on missing documents and information.
- Keep case files current, complete, and properly organized.
- Complete assigned tasks by their deadlines.
- Identify incomplete or inconsistent information before documents are filed.
- Communicate immediately when a task cannot be completed or additional information is needed.
- Help ensure that new matters are opened promptly and moved efficiently toward drafting and filing.
Scope of Position
This is a legal-support position. The Legal Assistant/Administrative Assistant will not independently provide legal advice, determine legal strategy, quote legal fees without authorization, or make representations on behalf of an attorney. All substantive legal questions must be directed to the supervising attorney or Head of the Probate Division.
Pay: From $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Paid sick time
- Paid time off
Work Location: Hybrid remote in Coral Springs, FL 33065
