An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Legal Support Service, Inc. is a leading legal support firm based in Oakland, CA, specializing in the service of process for law firms, government agencies, and self-represented litigants across California. We are a neutral third party dedicated to providing accurate, compliant, and timely service of legal documents. Position Summary We are seeking a highly organized and detail-oriented Process Serving Coordinator to manage our service of process desk. This is a single-operator role responsible for the full lifecycle of a process serving order—from intake and data entry to dispatch, status tracking, quality control, billing, and final delivery. The ideal candidate will be comfortable working independently in a fast-paced legal environment, possess strong technical skills, and have a keen eye for detail. This is not a field position. This role is an in-office desk position focused on coordinating and supporting our network of process servers. Key Responsibilities 1. Order Intake & Data Entry Receive and process new service requests via email, portal uploads, walk-ins, and mail. Accurately enter all case information, party details, and service addresses into the LegalConnect operations portal. Create both single-entity and multi-entity process serving orders per established Standard Operating Procedures. Endorse summonses and prepare document packages for service using the platform's document editor. 2. Dispatch & Assignment Assign service jobs to the appropriate field agent based on geographic territory. Manage in-house service for local, high-volume business addresses in the Oakland, Hayward, and Berkeley areas. Coordinate with affiliate and vendor networks for broader coverage. For urgent or complex assignments, verbally confirm availability with servers before dispatching. 3. Status Tracking & Communication Serve as the primary point of contact for process servers. Receive and log field agent updates, including attempt outcomes, physical descriptions of individuals contacted, and GPS/time-stamped photos. Enter all status updates into LegalConnect accurately and in a timely manner. Ensure all required legal steps for substitute service (e.g., mailing) are completed on the same day. 4. Quality Control & Deliverables Review and verify the accuracy of all proofs of service and declarations of diligence before delivery. Generate final deliverables, including Proofs of Service for direct clients and Declarations of Diligence for affiliates. Manage wet-ink and notarized proof requirements, ensuring originals are mailed to clients. 5. Billing & Invoicing Monitor and manually enter additional charges into the billing tab, such as printing, notary, sub-service mailing, and advanced witness fees. Complete the billing process to integrate with QuickBooks Online. Communicate with clients regarding billing inquiries. 6. Compliance Follow all California Rules of Court regarding service of process. Stay current on legal requirements, including new standards like the GPS photo requirement for service attempts effective January 1, 2027.
Qualifications Required:
Experience:
1+ years of experience in a legal support role, preferably in service of process, litigation support, or a similar law firm environment.
Technical Skills:
Proficiency with case management or legal operations software (experience with LegalConnect is a strong plus ). Comfortable with document management, PDF editing, and general office software.
Knowledge:
Familiarity with California civil procedure and the rules governing service of process is highly desirable.
Soft Skills:
Exceptional attention to detail, strong organizational skills, and the ability to manage multiple competing priorities. Excellent written and verbal communication skills.
Work Ethic:
Self-motivated and capable of working independently with minimal supervision.
Background:
Must be able to pass a background check.
Preferred:
Experience with QuickBooks Online. Bilingual in English and Spanish. Knowledge of skip-tracing tools and investigative research techniques.
Pay:
$22.50 - $25.00 per hour Expected hours: 40.0 per week
