Foreclosure Legal Assistant

A growing civil litigation law firm in Broward County, Florida, is seeking an experienced Foreclosure Legal Assistant or Paralegal to manage a high-volume litigation caseload. The ideal candidate is organized, proactive, detail-oriented, and capable of independently managing foreclosure files while ensuring deadlines, client communications, and court filings are handled efficiently.

This is not an entry-level administrative position. The successful candidate will take ownership of assigned cases, anticipate potential issues, coordinate with attorneys and clients, and keep litigation matters progressing from file opening through resolution.

Key Responsibilities

File Opening and Initial Case Management

• Monitor newly opened files and promptly initiate the file-opening process.

• Contact new clients and provide welcome and introductory communications.

• Follow established foreclosure file-opening procedures and ensure all required information, documents, deadlines, and case statuses are accurately recorded.

• Prepare and file Notices of Appearance, motions, and other appropriate documents.

• Identify defaults, emergency matters, expedited responses, and cases requiring immediate attorney review.

Client Communication and Case Management

• Serve as the primary point of contact for clients regarding assigned foreclosure matters.

• Communicate hearing outcomes, case updates, and next steps promptly.

• Review upcoming hearings, trials, summary judgment hearings, and foreclosure sales to ensure appropriate attorney and client follow-up.

• Coordinate attorney-client calls when legal guidance or case strategy discussions are needed.

• Maintain accurate case statuses, notes, deadlines, and tasks in the firm's case management system.

• Identify matters requiring attorney attention and follow up until resolved.

Mediations and Conciliation Conferences

• Coordinate with attorneys and clients regarding upcoming mediations and conciliation conferences.

• Monitor preparation requirements and ensure necessary documentation and follow-up are completed.

• Track mediator invoices and ensure mediation payments are processed on time.

Hearings, Trials, and Foreclosure Sales

• Review upcoming case events and ensure all required preparation and communications are completed.

• Monitor approaching deadlines and escalate outstanding matters requiring immediate action.

• Coordinate attorney-client conferences to discuss case strategy and next steps when necessary.

E-Filing and Court Documents

• Prepare, electronically file, and serve pleadings, notices, motions, and other court documents through the Florida Courts E-Filing Portal.

• Upload proposed orders through CourtMap, Client, OLS, JACS, JAWS, and other applicable county-specific judicial systems.

• Monitor filings for acceptance, rejection, and required corrections.

• Follow up on pending proposed orders and update case statuses after orders are entered.

Task and Workflow Management

• Review and complete assigned tasks daily.

• Use case management reports and dashboards to identify outstanding work and approaching deadlines.

• Proactively follow up on pending items without waiting for attorney or supervisor reminders.

• Keep case files, task lists, reports, and case statuses current and accurate.

• Participate in weekly meetings with the supervising attorney to review caseloads, upcoming deadlines, priority matters, and unresolved issues.

Required Qualifications

• Experience in Florida civil litigation is required.

• Experience handling Florida foreclosure matters is required.

• Strong organizational skills and attention to detail.

• Ability to prioritize urgent matters while managing a high-volume caseload.

• Excellent written and verbal communication skills.

• Professional communication with clients, attorneys, court personnel, opposing counsel, and vendors.

• Ability to independently manage assignments and follow matters through completion.

• Strong problem-solving skills and the ability to anticipate potential case issues.

Technology Requirements

• Experience using the Florida Courts E-Filing Portal.

• Familiarity with Florida judicial online systems, including CourtMap, Client, OLS, JACS, JAWS, and similar county-specific platforms.

• Proficiency in Microsoft Office, Outlook, and Adobe Acrobat.

• Experience with legal case management software; Litify/Salesforce or Clio experience is preferred.

• Ability to manage electronic calendaring, e-service notifications, reports, dashboards, and task-based workflows.

• Comfort learning and using technology to manage a high-volume caseload.