Legal | Service & Notarizations Assistant - FT

We are a busy legal office which provides high value service in Real Estate, Wills and Estates, and Notarizations. We seek a person who aspires to have a career in the legal industry and has a professional manner. At Carter Notary we enjoy working together and have developed a strong team.

The full-time position is for a Service & Notarizations Assistant which is foundational to acquire legal skills. The nature of work would suit a recent college or university graduate who naturally displays initiative and continuous learning and development, plus a friendly and positive communication style. Hourly wage begins at $27.00 plus dental and health benefits after 3 months. Start date is immediate or by April 14, 2025.

“Must haves” for our next team member includes excellence with personal communication, quick to learn and can work individually in a fast paced environment with shifting priorities, financial or number smarts, attention to detail (accuracy matters), logical organization, and good with technology. Contact Ashley at 250-383-4100 or [email protected]

Job Description: Service & Notarizations Assistant (Full-Time)

Reports to: Ashley Hayes, Office Manager

Hours (vary):
Mon-Fri 9am-5:30pm **
Some Saturdays 9:30-5pm **

**Hours will be as scheduled – note during M-F scheduled hours may range from starting as early as 8am or working to as late at 6pm, but are additional time is a requirement in busy times and seasons, or as back up for vacationing or sick staff.

Salary: $27.00 per hour **dental and health benefits after 3 months

Starting date: Immediate, no later than April 14, 2025

Description:
This role supports the legal team by welcoming and communicating with clients on the phone, in person and through email. It is front facing and represents the image and culture of the Notary business — it is frequently the first point of contact with clients. There is a strong focus on high service standards and timely communications, coordination of notarization clients and proactively managing the flow of notarization clients. There is an emphasis on accurate preparation and processing of a notarization from start to finish which requires critical questioning and detailed reading of complex and foreign documents. The work is fundamental to the overall success to meet timelines, service standards and regulatory requirements in the Notary Practice.

There is an expectation that the successful candidate will embrace learning and growth in this role as it can lead to further opportunity.

General Duties:

• Review & analyze documents, intake forms, etc.
• Complete tasks for compliance and to meet regulatory requirements.
• Liaise with other legal professionals and industry colleagues.
• Manage and monitor incoming electronic communications and online bookings.
• Answer client questions and communications.
• Collect client and notarization document related information.
• Prepare client notarization documents for Notary signing.
• Arrange and manage notarization appointments with clients.
• Open and close notarization files.
• Answer office phones.
• Process on-line financial transactions.
• Perform financial and banking transactions.
• Keep notary service center organized, stocked and clean.
• Assist Office Manager or Notary with various tasks as required or assigned.
• Work beyond normal hours will be required during periods of heavy workload (end of month common, seasonal for real estate).

Qualifications and Abilities:

• University Degree (or equivalent experience). **Legal background is a plus.
• Excellent verbal communication and phone skills.
• Computer/technology experience.
• Strong work organizational skills with ability to prioritize and remain task focused.
• Demonstrated accuracy of written or detailed work.
• Good Mathematical and numeracy skills.
• Experience with MS: Outlook, Calendar, Word, Excel.
• Driver’s license ** mandatory

Applications:
Cover letter and resume by email to [email protected] by April 2, 2025.

Applicants are urged to apply a.s.a.p. to this opportunity. The company will not wait until the application closing date to begin reviewing applications. The applications will be reviewed as they appear, and interviews set up.