Legal Advertising Coordinator in San Diego, California at DJC & JTI

The Daily Journal is California's largest legal affairs news provider. We are dedicated to providing timely and insightful coverage of legal developments throughout the state. With a commitment to accuracy, integrity, and accessibility, we strive to keep legal professionals and the public informed about the latest appellate and trial court outcomes.

We are seeking a highly organized, detail-oriented, and proactive Legal Advertising Coordinator to support the operations of our San Diego legal advertising department. This position will begin as a part-time role, with the potential to transition into a full-time position based on performance and business needs. The role plays a key part in managing public notice filings, processing legal documents, supporting client needs, and maintaining communication with both internal and external stakeholders. The ideal candidate will be a reliable team player with strong multitasking skills and a customer-focused mindset.

Responsibilities:

Document Processing & Filing

• Open and sort contents of the overnight delivery bag daily.
• Store printed newspapers in the designated spare office.
• Prepare and copy Fictitious Business Name Statements (FNS) received from Los Angeles for delivery to the County Clerk.
• Match and verify filed FNS documents received from the County with internal copies.
• Input and track FNS filings in internal systems and Excel spreadsheets; scan documents and update LA office checklist.
• Return completed FNS filings to the Los Angeles team in a timely and organized manner.

Email, Phone, and Walk-in Client Support

• Monitor and manage incoming emails related to probates, lien sales, FNS, Assumed Business Names (ABD), and other public notices.
• Answer incoming phone calls, provide assistance, and route inquiries as appropriate.
• Greet and assist walk-in customers, offering support with filing or publishing legal notices.

Client Coordination & External Communication

• Occasionally walk legal documents to Heritage Escrow or other local destinations as needed.
• Act as a backup to the courier by visiting the County Recorder’s office in the event of staff absence.
• Handle FNS renewals: receive files from renewal services, submit to the County, match with internal copies once returned, and process orders accordingly.

Data Entry, Quality Control & Maintenance

• Weekly: Review probate Excel tracking sheets to ensure all proofs are properly filed before hearing dates.
• End-of-month: Audit and clean out probate physical files in the file cabinet for completeness and accuracy.
• Regularly check and verify proofs of publication via the county website to confirm successful filing.

Qualifications

• 1–2 years of administrative, legal, or clerical experience preferred.
• Familiarity with legal advertising or public notice requirements is a plus.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Excel, email, and PDF management.
• Ability to handle sensitive documents and maintain confidentiality.
• Excellent verbal and written communication skills.
• Reliable, punctual, and capable of working independently and as part of a team.

Physical & Work Requirements

• Ability to occasionally walk to nearby offices and government buildings.
• Comfortable working in an office environment with frequent handling of paper documents.
• May require lifting of file boxes or newspapers (up to 25 lbs).

The above statements describe the general nature and level of work being performed in this job function. They are not intended to be an exhaustive list of all duties; additional responsibilities may be assigned.

Location: San Diego

Why Daily Journal?

• Quality medical, dental and vision coverage.

• Competitive paid time off as well as paid holiday time.

• 401(k) retirement (US)

• Ability for employees to work from a remote location (e.g., home) or office on a Hybrid Schedule.

• Personal meetings with direct managers approximately every four to six weeks to discuss career growth and advancement opportunities as well as other issues important to the employees.

Equal Opportunity/Affirmative Action Employer: Employment at Daily Journal is based solely upon the qualifications of the individual applicant, regardless of race (including traits historically associated with race, such as hair texture and protective hairstyles), ethnicity, religion, color, sex (including childbirth, breast feeding and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability, or any other protected status in accordance with all applicable federal, state and local laws. This policy applies to all personnel actions and decisions, including recruiting, hiring, discipline, training, transfers, compensation, benefits, promotions and terminations, leaves of absence, benefits, and other terms and conditions of employment.