[Hiring] Legal Administrative Specialist – Data Entry @Vlbpo llc

Role Description

The Legal Administrative Specialist – Data Entry is responsible for preparing, reviewing, organizing, and entering sensitive legal and client-related data into proprietary systems and internal databases. This role supports legal records operations by ensuring all documentation, requests, and records are accurately processed in accordance with client specifications, deadlines, and compliance requirements.

• Highly detail-oriented and production-driven.
• Capable of managing multiple priorities in a fast-paced remote environment.
• Requires strong organizational skills, confidentiality, and the ability to work independently while maintaining quality and turnaround time standards.
• Prior BPO experience is mandatory; previous legal industry or data entry experience is strongly preferred.
• Application MUST be completed using a computer.

Work Schedule

• Schedule: Monday to Friday
• Standard Hours: 8:00 AM – 5:00 PM
• During Time Zone Changes / Daylight Saving Adjustments: 9:00 AM – 6:00 PM
• Flexibility: Required based on client needs, deadlines, or operational demands

Essential Job Functions

• Data Entry & Legal Record Processing (35%): Compile, verify, sort, and accurately enter customer, legal, billing, and case-related data into company systems based on client requests and preferences.
• Document Review & Quality Control (20%): Review incoming records for completeness, deficiencies, mismatched data, duplicates, and missing documentation; correct errors as needed.
• Order Tracking & Workflow Management (15%): Maintain organized rotation of work orders, prioritize requests by due dates, and ensure no orders are neglected.
• Client / Custodian Communication (10%): Contact clients, custodians, attorneys, or third parties to obtain missing information, provide updates, and expedite requests.
• Compliance & Confidentiality (10%): Ensure all work aligns with legal parameters, HIPAA, privacy requirements, and company procedures.
• Administrative Reporting & Productivity Logs (10%): Maintain notes, call logs, trackers, daily productivity reporting, and operational documentation.

Qualifications

• High School Diploma or equivalent required.
• Bachelor’s Degree preferred.
• Minimum 3+ years prior data entry experience required.
• Minimum 3+ years of experience in the BPO / call center / outsourcing industry required.
• Previous legal industry, records management, insurance, healthcare, or administrative support experience preferred.
• Strong typing speed with excellent accuracy.
• Strong written and verbal communication skills.
• Excellent attention to detail and ability to detect inconsistencies or missing data.
• Strong organizational and time management skills.
• Ability to multitask and reprioritize in a deadline-driven environment.
• Proficiency in Microsoft Outlook, Excel, Word, and web-based systems.
• Ability to work independently with minimal supervision.
• Strong problem-solving and follow-up skills.
• Ability to maintain confidentiality and handle sensitive legal/client data professionally.

Preferred Qualifications

• Experience supporting U.S.-based legal operations or records retrieval services.
• Familiarity with case management systems, online repositories, or document management platforms.
• Understanding of HIPAA, privacy laws, or legal compliance processes.
• Adobe PDF editing / document formatting experience.
• Remote work experience in a production-based environment.

Hardware Requirements

• Operating System: Windows 11 or higher
• Processor: Intel Core i5, 8th Generation or higher
• Storage: Minimum 128 GB HDD / SSD preferred
• Audio Equipment: USB noise-cancelling headset
• Additional Monitor: Required

Internet Requirements

• Connection Type: Ethernet connection is mandatory
• Minimum Download Speed: 100 Mbps
• Minimum Upload Speed: 25 Mbps
• Latency: Must remain under 75 ms
• Jitter: Must remain under 20 ms
• Packet Loss: Must remain under 1%
• Loaded Latency: Preferably under 150 ms
• Loaded Jitter: Preferably under 30 ms

Work Conditions / Physical Demands / Travel Requirements

• This role operates in a fully remote work-from-home environment and requires:
• Quiet, dedicated office space free from distractions
• Extended periods of sitting and computer use
• Ability to focus on repetitive tasks for long durations
• Ability to read small print and identify number patterns accurately
• High productivity and accuracy under deadlines
• Travel is generally not required unless otherwise requested by business needs.

Important Notes

• This is an entry-level opportunity with advancement potential for high performers.
• Accuracy, urgency, confidentiality, and consistency are critical due to the sensitive nature of legal documentation.
• Responsibilities may evolve based on client needs and operational growth.
• Schedule flexibility during time zone changes is mandatory.

Disclaimer

This job description outlines the general nature and level of work performed and is not an exhaustive list of duties or responsibilities. Duties may be adjusted to meet business needs.