Paralegal Assistant - General Liability

Hamilton Miller & Birthisel LLP is a premier insurance defense trial law firm with a presence spanning Florida, New York, Virginia, Puerto Rico, Jamaica, the U.S. Virgin Islands, and The Bahamas. We are nationally recognized for our work in insurance defense, admiralty and maritime law, transportation and trucking, personal injury, premises liability, professional malpractice defense, construction, subrogation, and products liability litigation. The firm holds an AV® Preeminent rating-the highest peer-review distinction from Martindale-Hubbell-and is consistently ranked among the most diverse law firms in South Florida. Our attorneys are known for delivering swift, lucrative results, backed by a 24/7 emergency action response team serving clients in domestic and international jurisdictions. No agency submissions accepted. Summary: We are seeking a Paralegal Assistant that provides administrative and litigation support to attorneys and paralegals within the Insurance Defense practice group. This role assists with the preparation, organization, tracking, and management of discovery, records requests, subpoenas, and case files while supporting all phases of litigation. Responsibilities include maintaining electronic and physical case records, coordinating with medical providers, vendors, and records custodians, monitoring litigation deadlines, preparing for hearings, mediation, deposition, and trial materials, and providing overall case support to ensure efficient case management and successful legal outcomes. Responsibilities: Discovery & Document Management: Assist attorneys and paralegals with the preparation, organization, and service of discovery documents. Monitor and track discovery requests, responses, and deadlines. Organize, index, save, and maintain electronic and physical case files. Manage documents within the firm's document management and case management systems. Download, organize, assign, and maintain case-related records for attorney and paralegal review. Create and maintain electronic case files, including OneDrive folders and document-sharing links. Bate stamp discovery materials, medical records, and litigation documents (if applicable). Medical Records & Records Requests: Prepare and process requests for medical, employment, billing, and other relevant records. Follow up with providers, custodians, insurance carriers, and vendors regarding outstanding records requests. Review, organize, and prepare records for attorney and paralegal review. Track records requests and maintain detailed record logs. Process invoices received from providers, experts, and records vendors. Coordinate with records retrieval vendors and monitor request status through completion. Bate stamp medical records. Submit medical records and records request invoices for payment via Matter Expert and direct payment (adjuster) and maintain appropriate documentation. Subpoenas & Litigation Support: Assist in preparing subpoenas for records, depositions, and other litigation matters. Coordinate service of subpoenas and monitor compliance. Maintain subpoena tracking logs, calendars, and status reports. Support preparation of hearing, mediation, deposition, arbitration, and trial materials. Research registered agents, entity information, and service locations utilizing state Division of Corporations and other public records resources. Assemble trial notebooks, exhibit binders, hearing materials, and deposition packages. Obtain and manage expert witness documentation, including CVs, W-9 forms, fee schedules, and expert disclosures. Coordinate communications with experts, vendors, clients, opposing counsel, and court personnel. Calendaring & Coordination: Schedule depositions, mediations, independent medical examinations (IMEs), expert meetings, and other case-related events. Maintain case calendars and monitor litigation deadlines. Coordinate scheduling with attorneys, clients, experts, court reporters, vendors, and opposing counsel. Assist with travel arrangements and logistics as needed. Notify attorney of scheduling updates. Court Filings & Administrative Support: Assist with state and federal court filings, including electronic filing preparation and submission. Draft routine correspondence, notices, transmittal letters, authorizations, and legal forms. Prepare exhibit binders, hearing notebooks, and trial materials. Process incoming mail, pleadings, court notices, faxes, and other legal correspondence. Review and respond to case-related emails, voicemails, and inquiries. Open new matters, perform conflict checks, and assist with matter intake procedures. Maintain team caseload reports and case assignment tracking. Provide additional administrative and litigation support as assigned. Education & Experience: High School Diploma or equivalent. 1-3 years of experience as a Paralegal Assistant, Legal Assistant, Legal Administrative Assistant, or similar legal support role. Experience supporting litigation matters and managing legal documents, records requests, and case files. Proficiency with Microsoft Office applications. Familiarity with state and federal court procedures and electronic filing systems. No agency submissions accepted. Application Process: Applicants must apply directly online instead of sending application materials via email. All inquiries are kept confidential. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact our Talent Acquisition team. Essential Skills, Abilities & Competencies: While the specific job requirements may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all employees, which include but are not limited to: Strong troubleshooting and problem-solving skills Excellent interpersonal and customer service skills Ability to communicate effectively with both technical and non-technical users Strong organizational and time management skills Ability to manage competing priorities in a fast-paced environment Ability to work independently while collaborating effectively within a team environment High level of professionalism, discretion, and responsiveness What We Offer: Competitive annual compensation package with bonus potential Flexible working environment: career and work-life balance supported Comprehensive Benefits & Wellness Packages: Medical, Dental, Vision, FSA Medical & FSA Dependent Care, Life Insurance, STD, LTD, AD&D, EAP, and supplementary voluntary health plans Biometric Wellness Screenings Commuter Reimbursement Program (parking, train, bus, etc.) 401(k) retirement plan with generous Firm match Opportunities for creative freedom and idea exchange in an innovative workspace Our Culture - Collaborate with a Dynamic Legal Team At Hamilton Miller & Birthisel, we cultivate talented individuals who bring fresh perspectives and innovative ideas. We offer a vibrant, inclusive culture where professional growth is celebrated, and success thrives through innovation, diversity, and collaboration. Your voice will be heard, your contributions valued, and your potential realized. Equal Employment Opportunity Statement Hamilton Miller & Birthisel LLP is an equal opportunity employer and prohibits discrimination or harassment of any kind-for any protected characteristic under federal, state, or local law, including race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age (40+), disability, genetic information, veteran status, marital status, and more. We provide reasonable accommodations for disabilities, pregnancy, religion, and other protected needs and protect confidentiality and non-retaliation for individuals who raise discrimination concerns or participate in investigations. DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of the work performed by the employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and/or qualifications required of employees assigned to this job. For this position may be modified at the Firm's discretion at any time. This job description does not change the at-will nature of employment.