Civil Process Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Engage in daily communication with attorneys, paralegals, clients, process servers, and notaries regarding requests for service and document execution.

• Utilize Microsoft Outlook to uphold client communications and foster professional relationships.

• Accurately enter and maintain case and defendant information within internal case management systems.

• Conduct research to identify certified process servers through NAPPS and other relevant industry databases.

• Collaborate with process servers to ensure the efficient facilitation and completion of service of process.

• Dispatch legal documents to process servers and follow up on the status and completion of service.

• Receive, categorize, and process proofs of service along with related legal correspondence.

• Scan, index, and upload legal documents into the company's systems.

• Electronically file proofs of service via client portals, including TXCourts.gov when necessary.

• Prepare invoices and distribute legal documents through authorized delivery methods such as FedEx.

• Process payment requests and issue checks as directed.

• Coordinate client requests that require signatures, dates, and notarizations.

• Identify qualified notaries using 123Notary and similar databases.

• Provide instructions, supporting documents, and shipping materials to notaries.

• Review completed notarized documents to ensure proper signatures, dates, and adherence to notarial requirements.

• Bill clients and promptly return original legal documents upon completion.

• Maintain the confidentiality of legal and medical records while ensuring compliance with HIPAA and regulatory standards.

• Assist managers, expeditors, billing teams, and other departments in maintaining data integrity and operational efficiency.

• Perform additional duties as assigned.

⛳️ Requirements

• A high school diploma or equivalent is required.

• A minimum of two years of administrative, coordination, data entry, or related office experience is required.

• Prior experience in a legal, court services, records management, or professional services environment is preferred.

• Familiarity with legal terminology is preferred.

• An active Notary Public commission is preferred but not mandatory.

• A positive, professional, and customer-focused demeanor is essential.

• Strong attention to detail with a commitment to accuracy and quality is required.

• Capability to manage multiple priorities in a fast-paced environment.

• Excellent organizational and time management abilities.

• Strong verbal and written communication skills.

• Ability to work both independently and as part of a team.

• Competence in working under deadlines and managing competing priorities.

• Proficiency in Microsoft Outlook, Microsoft Word, Adobe Acrobat, Windows, and internet-based applications.

• Experience with scanners, copiers, and fax machines is necessary.

• A minimum typing speed of 38 words per minute is required.

• Strong problem-solving abilities.

• Ability to accurately input information across multiple systems while managing customer communications.

• Flexibility to work occasional overtime as business needs dictate.

• Consistent attendance, reliability, and punctuality are crucial.

• Ability to effectively present information and respond to inquiries from customers whose primary language is English.

• Proven capability to manage confidential information and adhere to privacy regulations.

• Demonstrated ability to collaborate across various departments.

• No travel is expected.

🏝️ Benefits

• Medical coverage.

• Dental coverage.

• Vision coverage.

• 401(k) plan with company match.

• Paid time off.

• Paid holidays.

• Company-paid maternity leave.

• Company-paid leave for baby bonding.

• Company-paid military leave.

• Fully equipped home office setup.

• Company-issued laptop.