Legal Administrative Assistant

My client located in Houston, Texas is in need of a Trusts & Estates Legal Assistant Aide. This is an onsite direct hire opportunity.

Our client is a well-established law firm with a respected Trusts & Estates practice. The firm provides sophisticated estate planning and wealth preservation services and maintains a high standard of client service, organization, and confidentiality. This position supports a specific attorney within the Trusts & Estates group and serves as the primary records and file management resource for the department.

• Serve as the primary records custodian for the Trusts & Estates department.
• Scan, copy, profile, and organize executed estate planning documents.
• Prepare client binders of executed documents.
• Label, inventory, and store original documents in the firm's vault.
• Maintain accurate records regarding the location and status of all original documents.
• Retrieve and return original documents as requested by attorneys, legal assistants, and clients.
• Maintain sign‑in/sign‑out records for original documents removed from storage.
• Prepare transmittal letters, shipping labels, outgoing mail, and related file documentation for client delivery.
• Maintain an organized and accurate system for tracking physical and electronic client files.
• Monitor the location, movement, and status of files and records at all times.
• Update file inventories, spreadsheets, databases, and tracking logs promptly and accurately.
• Ensure all files are properly labeled, indexed, and stored in their designated locations.
• Conduct periodic audits of client files, inventories, and storage locations to verify accuracy and completeness.
• Investigate and resolve file discrepancies or missing records.
• Ensure client information remains secure and confidential.
• Scan, profile, and organize physical and electronic documents received from clients.
• Ensure documents are saved to the appropriate matter and properly indexed within the document management system.
• Coordinate the storage, return, or disposal of client documents in accordance with firm procedures.
• Verify that electronic records accurately reflect the contents of physical files.
• Organize, clean, update, and maintain active and closed client files.
• Review returned client files and documents to ensure all materials have been properly scanned, indexed, and stored.
• Identify and correct filing, indexing, and profiling errors.
• Assist with file closing procedures and records retention projects.
• Process superseded original documents in accordance with approved procedures.
• Maintain active file storage systems and records inventories.
• Assist with department‑wide records management initiatives.
• Recommend improvements to file organization, tracking, and storage procedures.
• Participate in special projects involving records management, file conversions, and departmental organization.
• Copy, print, scan, and prepare documents.
• Create and assemble client binders.
• Manage Share File folders and document uploads.
• Save and organize e‑filed court documents.
• Assist legal assistants with file‑related and administrative tasks as needed.
• Support attorneys and staff with document retrieval and records requests.
• Assist with department projects and other duties as assigned.

• High school diploma or equivalent required.
• Associate's degree, bachelor's degree, or coursework in business administration, records management, legal studies, or a related field preferred.
• Prior experience in records management, file administration, legal support, office administration, or a professional services environment preferred.
• Experience working in a law firm, estate planning practice, financial institution, healthcare records department, or other records‑intensive environment is a plus.
• Exceptional organizational and time‑management skills.
• Strong attention to detail, accuracy, and follow‑through.
• Ability to manage large volumes of records and documents while maintaining accuracy and confidentiality.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Adobe Acrobat.
• Experience maintaining spreadsheets, inventories, tracking logs, and records databases.
• Experience…