Legal Admin – Signings & Office Manager

The Legal Admin – Signings & Office Manager plays a vital role in supporting both the legal team and the daily operations of the Burnsville office. This position is responsible for delivering an exceptional client experience by owning the Burnsville office’s client signing appointments, providing high-quality legal administrative support, and ensuring the office operates efficiently and professionally each day.

The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment where no two days are the same. They anticipate needs before they arise, take ownership of their work, identify opportunities for improvement, and consistently demonstrate professionalism, discretion, and a commitment to delivering excellent client service.

This position offers flexibility and may be structured as either a full-time or part-time role, but preference will be given to full-time candidates.

Legal Administrative Support & Client Signings

• Prepare documents and materials for client signing appointments.

• Own client signing meetings, including: printing and organizing documents, greeting clients and facilitating signing appointments, answering administrative questions, processing all signed documents, and completing post-signing recordkeeping.

• Draft, print, scan, and process legal documents.

• Scan, upload, organize, and maintain electronic and physical client files.

• Process incoming client documents, including uploads, mailed documents, and in-person drop-offs.

• Handle outgoing mailings including deeds, financial advisor documents, affidavits, and other legal correspondence.

• Maintain case management, document management, and other firm systems.

• Prepare meeting materials for attorney reviews and client appointments.

• Update procedures, templates, and workflows as processes change.

• Assist with answering doors, greeting clients, processing mail, and other administrative support as needed.

Burnsville Office Management

• Conduct regular walkthroughs to ensure the Burnsville office remains clean, organized, and client-ready.

• Maintain conference rooms, reception areas, kitchens, storage spaces, and common areas.

• Coordinate facility maintenance requests and follow through with vendors.

• Ensure printers, copiers, and office equipment remain stocked and operational.

• Order office supplies.

• Coordinate conference rooms & notary support for legal meetings.

• Coordinate vendor services including cleaning, maintenance, and equipment repairs.

• Monitor confidential information throughout the office and ensure proper security and shredding procedures are followed.

• Recommend operational improvements that enhance efficiency and the employee experience.

• High school diploma or equivalent required; associate's or bachelor's degree is preferred.

• Demonstrated ability to manage multiple priorities, balance competing deadlines, and work independently with minimal supervision.

• Strong proficiency with Microsoft Office and the ability to quickly learn legal, case management, and document management software.

• Proven track record of providing exceptional customer service while maintaining professionalism, accuracy, confidentiality, and attention to detail.

• Exceptional organizational and time-management skills. Strong attention to detail and follow-through.

• Excellent written and verbal communication skills.

• Professional and client-focused demeanor.

• Ability to manage multiple priorities simultaneously.

• Strong problem-solving and critical thinking skills.

• Self-starter who proactively identifies issues and implements solutions.

• High level of integrity, discretion, and confidentiality.

• Comfortable learning legal software and office technology.

• Ability to work independently while collaborating with attorneys and leadership.

Safe Harbor Estate Law is a firm focused on Estate Planning and Elder Law.

We offer a comprehensive benefits package designed to support your health, financial well-being, and work-life balance. Benefits include medical, dental, and vision insurance with 90% employer-paid coverage for employees and their families, 100% employer-paid life and disability insurance, a 401(k) with company contributions, paid time off and holidays, wellness and home office reimbursements, tuition assistance, flexible scheduling, and work-from-home flexibility. Employees also enjoy team-building events, monthly catered lunches, and a collaborative, supportive workplace culture.