File Control & Legal Operations Data Coordinator

The File Control & Legal Operations Data Coordinator will be responsible for reviewing project folders on NEPSG's server, renaming files according to company standards, identifying missing or misfiled documents, creating file inventories, and helping build a searchable mass file catalog.

The purpose of this role is to create a cleaner, more reliable server-based document system so active claims, appraisal matters, litigation files, payment disputes, and project records can be reviewed more quickly by NEPSG, attorneys, paralegals, and outside tools used for document analysis.

The person in this role will not be responsible for making legal decisions. The role is focused on file control, document organization, data accuracy, naming consistency, and reporting.

CORE RESPONSIBILITIES

1. Server File Organization

Review project folders on NEPSG's server.

Rename files using the company's naming convention.

Ensure project documents are stored in the correct project folder.

Identify duplicate, unclear, incomplete, or misnamed files.

Separate photo files from main project documents where appropriate.

Maintain clean project folder structures with minimal unnecessary subfolders.

2. File Naming & Standardization

Rename documents using the following format:

YYYY-MM-DD - Property Address - Document Type

Examples:

2026-05-12 - 20 Angel - Merrimack Mutual Policy.pdf

2026-05-12 - 20 Angel - Demand for Appraisal.pdf

2026-05-12 - 20 Angel - Appraisal Award.pdf

2026-05-12 - 20 Angel - Court Filing.pdf

2026-05-12 - 33 Grand - Merrimack Mutual Payment Correspondence.pdf

2026-05-12 - 33 Grand - Appraisal Award.pdf

The goal is to ensure documents can be sorted chronologically, searched quickly, combined into a single PDF packet, and uploaded for review when needed.

3. Project File Cataloging

Create a file inventory for each assigned project.

Track the following:

• Project address.
• Insurance carrier.
• Claim number, if available.
• Policyholder name, if available.
• Date of loss, if available.
• Whether contract documents are present.
• Whether policy documents are present.
• Whether estimates and scopes are present.
• Whether invoices and payment records are present.
• Whether appraisal documents are present.
• Whether pleadings or court documents are present.
• Whether photos are present.
• Whether key documents are missing.
• Whether any files require review by Steven, a paralegal, or an attorney.

4. Clio / Server Reconciliation

When assigned, compare project folders on the server against Clio matter files.

Confirm whether the server folder and Clio matter contain consistent information.

Identify missing, misnamed, duplicate, or mismatched documents.

Prepare a list of discrepancies.

Do not upload documents to Clio unless specifically instructed.

Do not rename Clio documents unless specifically instructed.

5. Document Review Support

Assist in preparing project folders for attorney, paralegal, appraisal, or AI-assisted review.

Help organize documents so they can be combined into single review packets.

Flag files that appear to involve:

Appraisal awards.

Demand for Appraisal letters.

Court orders.

Court filings.

Insurance carrier payment disputes.

Policy documents.

Contracts.

Assignments of Claim.

Directions to Pay.

Invoices.

Payment records.

Attorney correspondence.

6. Daily Reporting

At the end of each workday, provide a written report identifying:

• Project folders reviewed.
• Files renamed.
• Files moved.
• Documents missing.
• Duplicate documents identified.
• Clio/server discrepancies identified.
• Questions requiring review.
• Next folders recommended for cleanup., * Describe your experience organizing, renaming, indexing, or cataloging large numbers of electronic files.
• Describe your experience working with legal files, claim files, construction files, accounting records, or other sensitive business records.
• What software systems have you used for file management, document storage, legal case management, spreadsheets, or database work?
• Are you comfortable working in-office in Fall River, Massachusetts?
• Are you comfortable reviewing large folders of PDF, Word, Excel, email, and photo files and renaming them according to a specific naming convention?
• Are you comfortable creating a spreadsheet or file inventory showing what documents are present, missing, duplicated, or unclear?
• Do you have experience with Clio or any other legal case-management software?
• What is your earliest available start date?
• What is your weekly availability?
• What compensation range are you seeking?
• Please provide at least three dates and times you are available for an in-person interview in Fall River, Massachusetts.

Do you have experience in SharePoint?, New England Property Services Group, LLC (NEPSG) is seeking a highly organized, detail-oriented individual to assist with organizing, renaming, cataloging, and verifying project files maintained on the company's internal server.

This role is designed for someone who understands the importance of document accuracy, file structure, naming consistency, and record control. NEPSG handles residential property damage claims, insurance claim documentation, appraisal-related materials, litigation documents, policies, estimates, invoices, photos, receipts, and court-related records. The company needs a reliable person to help bring order, consistency, and searchability to project files so that documents can be reviewed, combined, indexed, and used efficiently.

This is not a traditional administrative role. This position requires careful attention to detail, patience with large volumes of documents, and the ability to follow naming conventions exactly., Strong attention to detail.

Strong computer and file-management skills.

Ability to follow naming instructions exactly.

Comfort working with large numbers of PDF, Word, Excel, email, and photo files.

Ability to organize information without making unsupported assumptions.

Ability to ask questions when a document type or placement is unclear.

Ability to maintain confidentiality.

Reliable written communication.

PREFERRED QUALIFICATIONS

Experience with legal files, insurance claim files, construction project files, or accounting records.

Experience with Clio, Microsoft Office, Outlook, Excel, Google Drive, Dropbox, SharePoint, or similar systems.

Experience creating spreadsheets, file indexes, or document inventories.

Experience with PDF organization, file naming, document control, or data cleanup.

Paralegal, legal assistant, records management, data coordinator, or administrative operations experience preferred., * Do you have experience organizing, renaming, indexing, or cataloging electronic files? Yes/No

• Are you comfortable working with confidential legal, claim, or business records? Yes/No
• What is your minimum required hourly rate?, * Are you able to work in-office in Fall River, MA? Yes/No
• Do you have experience organizing, renaming, indexing, or cataloging electronic files? Yes/No
• Are you comfortable working with confidential legal, claim, or business records? Yes/No
• What is your minimum required hourly rate?

Pulled from the full job description

• Paid time off, Candidates who are highly organized, careful with details, and comfortable working through large volumes of documents may be a strong fit.

Pay: $20.00 - $30.00 per hour

Benefits:

• Paid time off