Paralegal Assistant - Premises 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 Records & Compliance Paralegal Assistant who will be responsible for managing the procurement, receipt, processing, and tracking of third-party records in support of litigation matters. This role coordinates subpoena compliance efforts, monitors record requests through various vendors and custodians, reviews incoming records for completeness, maintains accurate tracking systems, and ensures records are organized and processed according to firm and client requirements. The position requires exceptional attention to detail, strong organizational skills, and the ability to manage a high volume of record requests and deadlines simultaneously. Responsibilities: Prepare, transmit, and monitor records requests, authorizations, subpoenas, and follow-up correspondence Track all record requests from initiation through receipt using internal databases and tracking systems Monitor response deadlines and proactively follow up with custodians, vendors, medical providers, employers, governmental entities, and other third parties Maintain detailed notes regarding procurement efforts and compliance status Review incoming records to verify completeness, readability, and compliance with the request Identify missing date ranges, attachments, billing records, imaging studies, or other potentially responsive materials Organize, electronically label, and save records according to firm naming conventions and document management procedures Perform OCR processing, bookmarking, pagination, and Bates labeling as required Merge, separate, and categorize records into appropriate case-specific folders Coordinate with record retrieval vendors regarding procurement status, expedited requests, and supplemental productions Review and process invoices related to records procurement and custodian fees Verify charges comply with applicable statutory requirements and client billing guidelines Maintain records procurement cost tracking logs Generate status updates and reports regarding outstanding and completed records requests Maintain accurate production logs and records inventories Assist with preparation of records summaries by ensuring records packages are complete and properly submitted Education & Experience: Minimum 2 years of experience in legal records procurement, subpoena compliance, records retrieval, claims support, or litigation support Experience obtaining medical, employment, financial, insurance, and governmental records preferred Associate's degree, paralegal certificate, or equivalent combination of education and relevant experience preferred Experience in a law firm, records retrieval company, insurance defense environment, or litigation support role preferred 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.