File Assistant Jobs in Coloma, CA (NOW HIRING)

Overview

This role provides essential administrative and operational support within a busy law office, with primary responsibility for file and records management (approximately 70%) and secondary responsibility for front office and client services support (approximately 30%). The position ensures accurate processing, organization, retrieval, maintenance, and return of client files while supporting the overall client experience through professional communication, phone coverage, scheduling, and administrative assistance.

The ideal candidate is highly organized, detail-oriented, and solution-focused, with the ability to manage confidential information with professionalism and discretion. Strong communication skills, the ability to multitask in a fast-paced environment, and a commitment to exceptional client service are essential.

Records & File Management (≈70%)

• Process incoming file requests for upcoming reviews and original file returns to current and former clients.
• Communicate professionally with current and incoming clients regarding estate file returns and required documentation.
• Maintain confidentiality and safeguard sensitive client information in compliance with firm policies.
• Research, coordinate, and manage the retrieval and return of files from offsite storage facilities.
• Retrieve and organize archived digital records from firm servers and databases.
• Consolidate and organize documents and digital records into complete client files.
• Facilitate, track, and complete physical and digital file returns to clients, including mailing and electronic delivery.
• Scan, copy, disassemble, organize, and reassemble estate planning files of varying sizes.
• Identify, separate, and index documents within client files.
• Maintain organized electronic and physical filing systems.
• Coordinate file-related projects, including indexing, processing acquired practice files, and organizing archived materials.
• Assist management in improving records management processes and operational efficiencies.
• Process incoming and outgoing mail related to client records and documentation.
• Update and maintain client records and databases.
• Prepare and process client documents in advance of meetings and reviews.

Client Services & Administrative Support (≈30%)

• Answer, screen, and route incoming calls professionally and courteously.
• Serve as a welcoming first point of contact for clients, visitors, and prospective clients in person, by phone, and via email.
• Conduct initial phone screenings for prospective clients by gathering information, answering questions, and explaining firm procedures and services.
• Listen to client concerns with empathy and provide appropriate assistance or direction.
• Support attorneys and team members with calendar management, appointment scheduling, meeting confirmations, and schedule updates.
• Assist with marketing event preparation, registration tracking, and client communications.
• Provide general administrative support to attorneys and staff as needed.
• Maintain conference rooms, reception areas, and common office spaces throughout the day.
• Monitor office supply inventory and coordinate ordering.
• Assist with additional administrative projects as assigned.

Required Skills & Qualifications

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Professional phone and client service etiquette.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to multitask and adapt in a fast-paced, dynamic environment.
• Strong interpersonal and team collaboration skills.
• Computer proficiency, including Microsoft Office and database/CRM systems.
• Experience with Lawcus or similar case management systems preferred.
• Ability to type a minimum of 45 WPM preferred.
• Valid California driver's license and reliable transportation required for occasional travel between office locations.

Education & Experience

• High school diploma required; Bachelor's degree preferred but not required.
• 2–4 years of administrative, records management, client service, or law firm experience preferred.
• Entry-level candidates will be considered.