Lead Paralegal and Site Manager

About The Mortgage Law Firm

For decades, The Mortgage Law Firm has been a trusted name in default legal services, providing comprehensive solutions to mortgage servicers, banks, investors, and other financial institutions. Our success is built on a deep understanding of the industry, strong relationships, and an unwavering commitment to client service.
We take pride in being more than just legal counsel—we are a dedicated partner to our clients, ensuring they have the resources, support, and legal guidance needed to navigate complex regulations and mitigate risk. Whether through ongoing legal representation, training sessions, or industry advocacy, we work alongside our clients to drive success.

About the role

• The Lead Paralegal & Site Manager provides advanced paralegal support within Judicial Operations while serving as the primary on-site representative for the firm’s Vancouver, Washington office. The position maintains an assigned caseload, prepares and files legal documents, coordinates deadlines and workflow, supports training and quality review, and identifies matters requiring attorney or operational leadership attention. In the site management capacity, the position helps maintain a professional, responsive, and well-coordinated office environment. The role partners with the Director of Operations, attorneys, Human Resources, Information Technology, and other support teams to address local office needs, support Vancouver-based employees, and promote consistent adherence to firm policies and workplace expectations.

What you'll do

Advanced Paralegal Support

• Perform legal and factual research involving judicial foreclosure, title, litigation, loss mitigation, and other assigned legal matters.
• Research and retrieve relevant information and documents from client systems, court systems, public records, and legal research platforms.
• Prepare correspondence to clients, opposing counsel, borrowers, third parties, courts, and other involved parties.
• Draft pleadings, motions, petitions, summonses, notices, proposed orders, discovery-related documents, and other legal documents for attorney review.
• File legal documents with courts and confirm acceptance, rejection, or required correction.
• Maintain accurate, complete, and organized electronic case files and update firm and client systems promptly.
• Schedule, coordinate, and monitor hearings, appearances, filing deadlines, response deadlines, and other material case events.
• Apply court procedures, filing requirements, local rules, client requirements, and approved firm procedures to assigned work.
• Identify potential procedural, documentation, title, compliance, or deadline concerns and promptly escalate them to the responsible attorney or the Director of Operations.
• Communicate case developments, outstanding requirements, risks, and next steps clearly and promptly.

Team Leadership and Workflow Coordination

• Serve as a primary resource for paralegals regarding procedures, systems, client requirements, and routine case-handling questions.
• Assist the Director of Operations and attorneys with coordinating work based on deadlines, priorities, complexity, and team capacity.
• Monitor workflow and identify overdue, aging, exception, or time-sensitive matters requiring follow-up.
• Review selected work for accuracy, completeness, proper documentation, and compliance with court, client, firm, and attorney requirements.
• Provide clear, practical guidance when corrections or additional work are needed.
• Support consistent use of approved templates, procedures, naming conventions, case notes, and client reporting standards.
• Assist with onboarding and training new paralegals and provide continued guidance to existing team members.
• Identify recurring errors, training needs, process gaps, and opportunities to improve quality or efficiency.
• Assist with coverage planning when employees are absent or workload demands require reassignment.
• Serve as a point of coordination among paralegals, attorneys, operational leadership, and other departments.

Quality, Compliance, and Escalation Management

• Review work for accuracy, consistency, spelling, grammar, formatting, and completeness.
• Confirm required attorney or management approvals are obtained before documents are filed, transmitted, or finalized.
• Monitor compliance with court deadlines, client requirements, firm procedures, and attorney instructions.
• Maintain clear system notes documenting completed actions, communications, outstanding items, and next steps.
• Immediately report missed deadlines, filing issues, client concerns, or material case risks to the responsible attorney and Director of Operations.
• Assist with root-cause review and corrective action related to internal findings, client concerns, or recurring process issues.
• Support implementation of updated procedures, templates, client directives, and system requirements.
• Protect confidential, privileged, and personally identifiable information in accordance with firm policies and applicable requirements.

Vancouver Office Site Management

• Act as the primary on-site representative for the Vancouver office and help maintain a professional, collaborative, and service-oriented workplace.
• Coordinate local office needs and promptly communicate facility, equipment, technology, safety, supply, or access concerns to the appropriate department or vendor contact.
• Assist with the in-office onboarding and orientation of Vancouver-based employees, including coordination with Human Resources, Information Technology, and Operations.
• Support local meeting logistics, office communications, visitors, deliveries, and other routine on-site needs.
• Promote adherence to firm policies, workplace expectations, confidentiality requirements, and office procedures.
• Escalate workplace, employee-relations, safety, facility, or business-continuity concerns to the Director of Operations or appropriate support department.
• Support implementation of firm-wide office initiatives and operational changes at the Vancouver location.
• Help coordinate office coverage and communicate local needs that may affect business operations.

General Responsibilities

• Manage multiple priorities and changing deadlines in a high-volume legal environment.
• Exercise sound judgment regarding when a matter may be handled independently and when attorney or management involvement is required.
• Participate in department meetings, training, workflow discussions, and process-improvement efforts.
• Provide coverage and assistance to other team members when business needs require.
• Complete special projects and other related duties assigned by attorneys or management.
• Maintain a professional, responsive, accountable, and solution-focused approach.

Qualifications

• Minimum of five years of paralegal experience in a law firm or comparable legal environment preferred.
• Experience in civil litigation, creditors’ rights, judicial foreclosure, real estate, title, or mortgage servicing matters preferred.
• Prior experience serving as a lead, trainer, senior team resource, workflow coordinator, or office point of contact preferred.
• Paralegal certificate from an American Bar Association-approved program or accredited postsecondary institution, an associate degree and paralegal certificate, or an equivalent combination of relevant education and experience preferred.
• Working knowledge of litigation procedures, court filings, calendaring requirements, and deadline management.
• Ability to review legal and operational work for accuracy, completeness, and compliance with established requirements.
• Strong organizational, analytical, research, writing, communication, and problem-solving skills.
• Ability to provide constructive guidance while maintaining positive working relationships.
• Ability to prioritize work, meet deadlines, and remain effective under pressure.
• Proficiency with Microsoft Windows, Word, Excel, Outlook, Teams, SharePoint, Adobe Acrobat, and applicable client and legal research systems.
• Experience with Black Knight, Equator, LoanSphere, Tempo, Westlaw, PACER, electronic filing systems, or similar platforms preferred.

LEAD AND SITE ROLE AUTHORITY AND LIMITATIONS

The Lead Paralegal & Site Manager assists with workflow coordination, work review, training, day-to-day guidance, and local office coordination. Unless separately designated in writing by management, the position does not have authority to hire, terminate, discipline, approve compensation or schedule changes, make final employee-relations decisions, provide legal advice, or make final legal decisions. Questions requiring legal judgment must be referred to the responsible attorney. Employment, policy, facility, technology, and operational decisions outside the position’s assigned authority must be referred to the Director of Operations or the appropriate support department.

PHYSICAL AND WORK REQUIREMENTS

• Full-time, in-office position located in Vancouver, Washington.
• Regular and reliable attendance during scheduled business hours is required.
• Regularly required to sit and use a computer, keyboard, telephone, and other standard office equipment.
• Occasionally required to stand, walk, speak, hear, reach, or move routine office materials.
• The noise level in the work environment is generally moderate.
• Occasional travel may be required for training, meetings, or firm events.
• Reasonable accommodation may be provided to qualified individuals with disabilities to enable performance of the essential functions.

GENERAL DISCLAIMER

This job description describes the general nature and level of work performed by the person assigned to this position. It is not intended to be a complete list of every duty, responsibility, qualification, or physical requirement. Management may assign, modify, or reassign duties and responsibilities based on business needs. Nothing in this job description creates a contract of employment or changes the at-will nature of employment, where applicable.