Document Services Coordinator

Position Title: Document Services Coordinator

Location: Wausau, WI
Employment Type: Full-Time

About Us
Hougum Law Firm, LLC is a client-centered estate planning and elder law firm dedicated to helping families protect what matters most. We provide comprehensive legal solutions with compassion, clarity, and professionalism. We are seeking a reliable and highly organized individual to manage our document handling and office production functions. This role is essential to keeping our legal workflows accurate, timely, and efficient.

Position Overview
The Document Services Coordinator is responsible for all mailing, scanning, printing, and file preparation for the firm. This position requires strong attention to detail, comfort with repetitive tasks, and the ability to follow precise procedures in a confidential legal environment.

Key Responsibilities

• Prepare, print, assemble, and organize estate planning documents (wills, trusts, powers of attorney, etc.)
• Scan, label, and electronically file documents into the firm’s document management system
• Handle outgoing and incoming mail, including certified mail, FedEx/UPS, and client correspondence
• Prepare client files for meetings, signings, and archival storage
• Maintain accurate physical and digital filing systems
• Operate and maintain office equipment (printers, scanners, postage machines)
• Ensure document accuracy, completeness, and proper formatting
• Adhere strictly to confidentiality and data security requirements
• Support attorneys and staff with administrative tasks as needed

Qualifications

• High school diploma or equivalent (associate’s degree or legal office experience a plus)
• Prior experience in an office, legal, or document-handling role preferred
• Strong attention to detail and ability to follow standardized processes
• Comfortable with high-volume printing, scanning, and filing
• Basic proficiency with computers, scanners, Microsoft Office or similar systems
• Excellent organizational and time-management skills
• Dependable, punctual, and able to work independently
• Ability to handle sensitive and confidential information professionally

Work Environment

• Office-based role with repetitive administrative tasks
• Requires standing, lifting files or paper boxes, and operating office equipment
• Structured, process-driven environment with clear procedures

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person