Civil Process Coordinator

About the role

Lexitas is seeking a Civil Process Coordinator to support the processing of legal requests, subpoenas, notarized documents, and service of process activities. This role is ideal for someone who enjoys structured work, excels in multitasking, and is comfortable collaborating with attorneys, paralegals, and external service providers.

Responsibilities

• Communicate daily with attorneys and paralegals to coordinate service of process.
• Maintain ongoing client rapport using Outlook for professional correspondence.
• Enter case and defendant data into the Aetna System with high accuracy.
• Use online resources such as NAPPS to locate certified process servers.
• Collaborate with process servers to perfect service and track status updates.
• Email legal documents to process servers and follow up via phone or system checks.
• Sort and review incoming first-class mail related to Proof of Service.
• Scan, upload, and maintain documents in the Aetna System.
• Ifile Proof of Service through TXcourts.gov as required by clients.
• Invoice clients and send legal documents via FedEx.
• Email original documents to clients.
• Issue checks upon request.
• Maintain strict confidentiality of medical records and ensure compliance with HIPAA and all applicable legal standards.
• Support managers, expediters, and the billing department on data accuracy and workflow needs.
• Perform other duties as assigned.
• Process client requests for notarized packets, including:
• Locating notaries via 123Notary
• Providing instructions, documents, and FedEx return labels
• Reviewing completed notarized documents for correctness
• Billing and mailing originals promptly

Qualifications

• A high school diploma or equivalent required.
• Minimum two years of administrative experience, preferably in a data entry-focused role.
• Legal terminology knowledge strongly preferred.
• Notary Public certification preferred.
• Demonstrated ability to handle confidential information in compliance with HIPAA and legal standards.
• Proven ability to work collaboratively with management to resolve departmental challenges professionally and efficiently.