Administrative Office Specialist

About One Legal, an InfoTrack Company

One Legal, a division of InfoTrack, is a one-stop online solution for legal professionals to file court documents in every California court, manage service of process nationwide, and more. A leader in innovative technology solutions for legal professionals for more than 30 years, One Legal continues to be among the most respected in the industry.

As a highly ambitious company, we know that our people are critical to our success. That's why we're passionate about fostering a high-performance culture built on professional development, open communication, and transparent leadership. If you're dedicated, and eager to help build a market-leading solution that makes a difference in the lives of our clients, we'd love for you to join us.

About the role

At One Legal, our Administrative Specialist is the go-to person who helps keep everything running smoothly behind the scenes. In this role, you'll work closely with our internal teams to make sure job orders are printed, mailed, and processed on time and without a hitch. You'll also make sure our office equipment is working properly and that we're stocked up on supplies so you and the team can stay focused and keep things moving.

This is an onsite role, 5x days per week out of our office in Petaluma, California.

Responsibilities:

• Print, collate, and prepare legal documents for mailing in accordance with department procedures
• Process outgoing mail, including operating the postage meter and packaging declarations, notices, and courtesy copies
• Sort, scan, and route incoming mail to the appropriate recipients
• Maintain inventory of printing and mailing supplies; reorder as needed
• Prepare checks for disbursements (e.g., sheriff fees) when required
• Monitor and restock printers; coordinate basic troubleshooting and service requests as needed
• Shred documents securely and ensure compliance with disposal procedures
• Use internal software (ServeManager) to manage, update, and track job progress
• Coordinate with the Fulfillment and Support teams to ensure timely and accurate document handling
• Perform various administrative tasks and special projects as assigned
• Coordinate the mailing of documents to litigants, customers, and courts by assembling shipments and delivering them to the local post office
• Resolve open items and complete assigned tasks in a timely manner
• Assist the Fulfillment team with additional job-related tasks and projects as needed
• Serve as the administrative and process backbone of the Fulfillment team