Legal Assistant

Our client is an established creditor rights and real estate law practice in Indiana: a single-attorney firm, supported by an experienced in-house paralegal and an affiliated title agent, that represents credit unions and banks in collecting what they are owed and handles real estate transactions and litigation.

You will be the first voice people hear when they call the firm and the person who keeps its collections docket accurate. About a third of your day is reception: screening calls on a Zoom phone line, taking messages that need no follow-up questions, and routing them to the attorney, the paralegal, or the title agent. The other two-thirds is legal administrative work: opening matters in Clio, generating engagement and demand letters from firm templates, keeping electronic files in order, and submitting attorney-approved filings through the Indiana e-filing system.

This role takes a particular kind of trust. Some of the callers are consumer debtors and opposing counsel, and every letter and filing you prepare goes out under the attorney's name. The firm cares more about getting it right than getting it fast, and it actively uses AI tools in its work. If you are calm on the phone, exact on repetitive work, and comfortable with a three-screen set-up, this is built for you.

Key Responsibilities

Reception—about one-third of your day

• Serve as the first point of contact on the firm's Zoom phone system.

• Answer and screen 12 to 30 incoming calls a day (usually 12 to 15; up to 30 in busy periods).

• Take detailed, complete messages and route calls to the attorney, the in-house paralegal, or the title agent.

• Handle calls from opposing parties and consumer debtors professionally and with composure, without giving legal advice.

Matter Intake & Client Files

• Open new matters in Clio and complete all intake data entry accurately the first time.

• Generate engagement letters from firm templates for the attorney's review and signature.

• Create and maintain organized electronic client files that anyone in the firm can navigate.

Collections Docket & Document Preparation

• Manage a high-volume collections docket for institutional creditor clients (credit unions and banks), with the emphasis on accuracy and consistency.

• Prepare demand letters and assemble documents from standardized forms, checking names, addresses, and amounts against the record.

• Flag anything that does not match before it reaches the attorney.

Court Filings

• Submit pleadings and proposed orders through the Indiana e-filing system.

• Every filing is reviewed and approved by the attorney before submission. You prepare, check and submit; the attorney decides.

• Track filing notices and rejections, and report them promptly.

Communication

• Join daily Zoom check-ins with the attorney and periodic client calls.

• Keep the attorney informed in writing about what is done, what is stuck and what you need, so nothing waits for the next check-in.

Requirements

• Excellent written and spoken English.

• Proficiency in Clio or a comparable legal practice management system.

• Comfortable working across multiple screens at once. Three monitors are required.

• High attention to detail and consistency. On repetitive tasks, accuracy matters more than speed.

• An AI-forward mindset: the firm actively uses AI tools, and you check what they produce.

• A reliable internet connection and a professional remote set-up.

• Able to work US Eastern business hours, which is an overnight schedule in the Philippines.

Preferred Qualifications

• Prior experience in a US law firm, particularly in collections or creditor rights. Strongly preferred.

• Experience filing documents electronically with a US court.

• Reception or front-desk experience on a busy multi-line phone system.

• Real estate or title work exposure.

Tools & Software

• Clio (or a comparable legal practice management system): matters, contacts, and document templates.

• Indiana e-filing system, through an approved e-filing service provider.

• Zoom Phone and Zoom meetings.

• Microsoft Word and Excel, PDF tools, and the firm's AI tools.

• A three-monitor workstation.

What Makes You a Great Fit

• You take a phone message that the attorney can act on without calling anyone back.

• You stay courteous with an upset caller and never promise what is not yours to promise.

• You check the fortieth letter as carefully as the first.

• You stop and ask when a name, a number, or a date does not match, instead of guessing.

• You use AI to move faster, and you verify every figure it gives you.

• You tell the attorney about a problem the moment you see it, not at the next meeting.

Benefits

What We Offer

• Up to $7/hour

• 100% remote work

• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

To apply

Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link:

Aptive Test