Civil Process Coordinator

CIVIL PROCESS COORDINATOR: Lexitas coordinates legal support services nationwide, ideal for organized, detail-focused professionals who manage deadlines accurately.

LOCATION: This is a full-time, Remote position. Lexitas provides a fully equipped home office setup, including a company-issued laptop.

PAY RANGE: $23-$25/hr

BENEFITS: Medical, dental, and vision coverage; 401(k) with company match; paid time off and paid holidays, company paid maternity, baby bonding and military leave.

Join a High-Growth Legal Services Leader

ABOUT THE ROLE:

Lexitas is seeking a highly organized and detail-oriented Civil Process Coordinator to join our growing legal services team. This position plays a critical role in supporting attorneys, paralegals, process servers, notaries, and clients by coordinating service of process requests and legal document execution activities.

The ideal candidate thrives in a fast-paced, deadline-driven environment and enjoys managing multiple priorities while maintaining exceptional accuracy. You will be responsible for coordinating legal document delivery, tracking service completion, processing notarization requests, maintaining case data, and helping ensure compliance with legal and regulatory requirements. If you're customer-focused, adaptable, and passionate about supporting legal operations, this is an excellent opportunity to grow with a national leader in legal support services.

Lexitas is a rapidly growing national provider of legal and corporate support services, including court reporting, medical record retrieval, process service, and legal talent. Built on a foundation of trust, professionalism, and innovation, Lexitas delivers customized solutions with unmatched personal service to clients across the U.S. and internationally.

KEY RESPONSIBILITIES:

• Communicate daily with attorneys, paralegals, clients, process servers, and notaries regarding service and document execution requests.
• Utilize Microsoft Outlook to maintain client communications and build strong professional relationships.
• Enter and maintain accurate case and defendant information within internal case management systems.
• Research and locate certified process servers using online resources such as NAPPS and other industry databases.
• Coordinate with process servers to facilitate and complete service of process.

Transmit legal documents to process servers and follow up regarding service status and completion.

• Receive, sort, and process incoming proofs of service and related legal correspondence.

Scan, index, and upload legal documents into company systems.

• Electronically file proofs of service through client portals, including TXCourts.gov when required.

Prepare invoices and distribute legal documents through approved delivery methods such as FedEx.

• Process payment requests and issue checks as directed.
• Coordinate client requests requiring signatures, dates, and notarizations.
• Locate qualified notaries using resources such as 123Notary and related databases.
• Provide detailed instructions, supporting documents, and shipping materials to notaries.
• Review completed notarized documents to ensure all signatures, dates, and notarial requirements are properly executed.
• Bill clients and promptly return original legal documents upon completion.
• Maintain strict confidentiality of legal and medical records while ensuring compliance with HIPAA and applicable regulations.
• Support managers, expeditors, billing teams, and other departments to ensure data integrity and operational efficiency.
• Perform additional duties as assigned to support client and business needs.

WHAT YOU’LL BRING:

• Positive, professional, and customer-focused attitude.
• Strong attention to detail with a commitment to accuracy and quality.
• Ability to effectively manage multiple priorities in a fast-paced environment.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to work both independently and collaboratively within a team environment.
• Comfortable working under deadlines and managing competing priorities.
• Proficiency with Microsoft Outlook, Microsoft Word, Adobe Acrobat, Windows, and internet-based applications.
• Experience using office equipment including scanners, copiers, and fax machines.
• Minimum typing speed of 38 words per minute.
• Strong problem-solving skills and the ability to think quickly when responding to customer inquiries.
• Ability to accurately enter information across multiple systems while handling customer communications.
• Flexibility to work occasional overtime as business needs require.
• Consistent attendance, reliability, and punctuality.
• Familiarity with subpoenas, affidavits, written depositions, and legal processes is a plus.
• Commitment to demonstrating the Lexitas Core Values of Service Excellence, Positivity, Integrity, Innovation, Respect, Teamwork, and Diversity.

QUALIFICATIONS:

• High school diploma or equivalent required.
• Minimum two years of administrative, coordination, data entry, or related office experience required.
• Previous experience in a legal, court services, records management, or professional services environment preferred.
• Knowledge of legal terminology preferred.
• Active Notary Public commission preferred but not required.
• Demonstrated ability to manage confidential information and maintain compliance with privacy regulations.
• Proven ability to collaborate across departments while supporting operational objectives.
• Team-oriented mindset with a strong focus on client service and process excellence.

SUPERVISORY RESPONSIBILITIES:

This role is not a supervisor position.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS

No travel expected for this position.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status.

EOE Employer/Vet/Disabled.

If you require reasonable accommodation in the application process, please contact Human Resources at for assistance. All other applications must be submitted online.

Originally posted on Himalayas