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Job Description
Notary & Administrative Assistant Ocean Estate Law, P.C. - 5.0 Laguna Hills, CA Job Details Full-time $25 - $32 an hour 1 day ago Qualifications Confidential information handling Driver's License Certified Notary Public Full Job Description
LOCATION
Primarily our Laguna Hills office (occasionally in our San Clemente office, as needed)
HOURS:
In-Person, Monday through Friday from 8:30 am to 5 pm
SALARY:
$25 to $32 per hour DOE + benefits We are seeking a full-time Notary Public who wants to provide notary services for our firm, along with administrative and legal support to the firm's attorneys and staff, with a primary focus on client service, document preparation, and office operations. This role is ideal for someone who is detail-oriented, organized, and comfortable working in a client-facing legal environment. The position supports day-to-day administrative and legal functions to help ensure smooth operations and an excellent client experience. This is a full-time, in-person position based primarily in our Laguna Hills office, with occasional support required at our San Clemente office.
NO PHONE CALLS OR EMAILS REGARDING THIS POSTING. NO RECRUITERS OR HEADHUNTERS.
Compensation:
$25 - $32 per hour DOE + benefits
Responsibilities:
Legal Assistance Support to Estate Planning Team Provide a detailed Synopsis of existing estate planning documents for estate planning consultations Review of estate planning drafts after Senior Paralegal drafts documents, utilizing 20-Point Inspection Checklist to confirm accuracy before attorney review Conducting estate planning signing meetings, which includes but is not limited to: printing and preparation of the estate planning binder, preparation of the estate plan summary and signing meeting, conducting the signing meeting by notarizing documents and going over the estate planning summary, properly documenting all notary notes in MyCase status updates and anything that may have been discussed or happened in signing meeting, saving summary board to MyCase and SharePoint, scanning/saving/collating all signature pages Additional notary services as requested and needed, including potential off-site visits Legal Assistance Support to the Trust Administration Team Provide administrative and legal support to the Trust Administration team throughout the administration process Coordinate client meetings, signing appointments, and follow-up communications related to trust administration matters Maintain accurate and organized physical and digital trust administration files in MyCase and SharePoint Communicate with clients, financial institutions, and third parties regarding document requests, signatures, and status updates as directed by attorneys or senior team members Support the team with notarizations, document execution coordination, and file maintenance related to trust administration matters Escalate urgent issues, missing information, or client concerns promptly to attorneys or leadership Provide exceptional client service to trustees, beneficiaries, and related parties while maintaining professionalism, empathy, and confidentiality throughout the administration process General Office Support in Laguna Hills Maintain the Laguna Hills office, including monitoring and restocking office supplies, and comfortable temperature for clients Keep common areas neat, tidy, and client-ready at all times (including trash removal) Greet and welcome all clients upon arrival, ensuring they feel comfortable and well-received Check, sort, and process incoming mail Perform other duties and tasks as assigned to support attorneys, clients, and firm operations.
Qualifications:
Must be a commissioned notary public (ready to notarize documents and ideally with at least 2-3 years of notary experience) Detail-oriented and organized Strong written and verbal communication skills, including representing the Managing Attorney by phone, email, or in-person to clients, referral sources, and other third-parties Professional, warm, and client-facing Manage fast-paced, ever-changing priorities and tasks independently Ability to maintain confidentiality and handle delicate (including personal) information for the Managing Attorney Possess a valid driver's license and reliable transportation, and work in-person Monday through Friday, 8:30 am to 5 pm, and be willing to travel to our San Clemente and Laguna Hills offices, depending on the needs of the firm About Company Ocean Estate Law, P.C., is a client-centered estate planning and trust administration firm serving individuals and families throughout California. The firm is led by founder Jennifer Elliott, who brings over 23 years of experience and has personally guided the creation of more than 3,500 estate plans. Her commitment to education, detail, and genuine client service sets the standard for how the whole team operates.
MAGIC STATEMENT
We Help People Avoid Leaving a Mess for Their Loved Ones When They Die.
CORE VALUES
We Educate We Are Humbly Confident We Do the Right Thing We Exhibit Professionalism We Have Fanatical Attention to
Consistency and Detail We Are Good Listeners NICHE:
We Provide Clients with a Customized and Funded Estate Plan that Avoids Probate Court
