Process Server Liaison in Pleasanton

Job DescriptionJob Description

Reports To: Operations Manager
Department: Litigation - Unlawful Detainers
Classification: Full-Time, Non-Exempt
Work Location: In-office (Monday-Friday)

Position Summary:

The Process Server Liaison serves as the primary point of contact between the firm and all process servers, ensuring timely and accurate service and filing of legal documents. This role prepares and sends documents and filing requests to process servers, actively tracks serve status, follows up regularly with servers, obtains and reviews submitted documents, and monitors the status of court filings. This position is responsible for ensuring that all returned documents, proofs, and updates are correctly prepared by the process server and promptly uploaded into the correct Filevine case.

Key Responsibilities:

• Manage communication with process servers: portals, email inbox, phone calls, in person, etc.
• Make copies of documents as required for in-person pickups by process servers
• Follow up with process servers for proofs of service and due diligence in a timely manner
• Prepare and file all Orders to Post
• Communicate with process servers regarding missing or incorrect documents immediately and follow up as needed to ensure cases move forward
• Keep informed on delays and/or estimated time for filings with each court, call courts to confirm information as needed
• Ensure all documentation is uploaded into Filevine as soon as it is received
• Ensure accurate data entry in Filevine and trigger appropriate task flows
• Send documents for digital signatures with Vinesign
• Provide status updates to clients as required
• Manage personal task list, maintain organized digital files, and ensure all data is accurately entered and updated in Filevine as soon as it is received
• Perform additional duties or special projects as assigned to support attorneys, clients, or firm

Required Skills and Qualifications:

• Minimum 2 years administrative or legal assistant experience OR currently employed by Harris & Rosales
• Strong organizational and multitasking skills with acute attention to detail
• Proficiency in Filevine or similar case management systems
• Knowledge of court procedures, filing requirements, and trial document preparation
• Excellent written and verbal communication skills for client and attorney correspondence
• Strong sense of urgency and ability to prioritize time-sensitive matters
• Demonstrated ability to receive feedback and learn quickly in a structured workflow environment

Qualifications:

• Prior experience working in an eviction/unlawful detainer department
• Experience working with multiple attorneys and managing high-volume caseloads

Working Conditions:

• Requires frequent communication with attorneys and clients
• Fast-paced, deadline-driven environment with periods of high workload
• Handling of physical files; light lifting (under 15 lbs.) may be required
• Standard business hours with potential for extended hours during high volume periods

Work Location: In person

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Experience:

• legal document processing: 2 years (Required)

Ability to Commute:

• Pleasanton, CA 94588 (Required)

Work Location: In person