Legal & Office Assistant

Job Description

Job DescriptionLegal & Office AssistantPosition OverviewUnited Veterinary Care is seeking a highly organized and detail-oriented Legal and Office Assistant to support our compliance, licensing, and general administrative functions. This role plays a key part in ensuring regulatory obligations are met by assisting with the preparation, submission, and tracking of business license applications and renewals. In addition, the Legal and Office Assistant will manage mail distribution, maintain office supply inventory, and oversee the smooth day-to-day operations of the office. The ideal candidate will be proactive, dependable, and capable of balancing multiple priorities in a fast-paced environment. This role has a hybrid schedule and requires 2 days per week in the office (located in West Palm Beach, Florida) and the remaining days working remotely. Essential Duties and Responsibilities:This portion of the job allows for work from home flexibility: Licensing & Regulatory Compliance:

• Assist in researching federal, state, and local licensing requirements for business operations.
• Track licensing deadlines and ensure timely renewals to maintain good standing.
• Maintain organized records of licenses, permits, and compliance documents.
• Support the compliance team with audits, regulatory reviews, and special projects.

Contract Repository Management:

• Input and maintain accurate contract data in the organization’s contract depository system.
• Ability to read and understand contractual terms and conditions.
• Ensure all agreements are properly categorized, dated, and indexed for easy retrieval.
• Track contract terms, expiration dates, and key compliance obligations.
• Assist in preparing contract summaries or reports as needed.

This portion of the job will require being in the office for 2-3 hours on Tuesday and 4-5 hours on Friday:Legal Assistant Responsibilities:

• Monitor, open, sort, and distribute incoming mail for the organization.
• Log and scan all mail and route to appropriate internal stakeholders.
• Ensure timely outgoing mail delivery for internal stakeholders.
• Communication Management
• Voicemail & Phone: Monitor and manage reception desk voicemails (auto-forwarded to inbox), and direct messages to appropriate team members.
• Email: Manage the office@unitedvetcare.com inbox, forwarding messages as needed; serve as point of contact for systems/accounts using this email (e.g., USPS, UPS, Quadient, Instacart).
• Monitor and manage reception desk voicemails (auto-forwarded to inbox), and direct messages to appropriate team members.
• Manage the Support Center inbox, forwarding messages as needed; serve as point of contact for systems/accounts using this email (e.g., USPS, UPS, Quadient, Instacart).

Facilities & Vendor Coordination:

• Admin Login Contact Sheet: Maintain updated internal contact sheet for vendors and equipment.
• Pest Control: Coordinate monthly visits and reschedule as needed.
• Cleaning Services: Oversee bi-weekly cleaning schedules; arrange additional services for events and approve related invoices.
• Security (Paxton System): Manage key fobs (activation/deactivation), access codes, and coordinate repairs or updates with third-party tech providers.
• Fire Compliance: Schedule and attend annual inspections of fire extinguishers, emergency lights, and exit signs; ensure fire code compliance at tenant’s expense.
• Repairs & Maintenance: Coordinate and oversee all suite-related maintenance (e.g., A/C, plumbing, appliances) and respond to urgent repair needs.

Equipment Oversight:

• Maintain and coordinate service for office equipment (e.g., Xerox machines, Quadient postage meter, printers) on an as-needed basis.

Emergency Preparedness:

• Hurricane Prep (May–Nov): Monitor storm activity and coordinate emergency preparedness (e.g., stocking supplies, unplugging electronics, securing office).
• During active threats, maintain communication with property management and internal teams, execute lockdown/recovery protocols, assess post-storm damages, and coordinate reopening.

Qualifications:

• High school diploma or equivalent required; Paralegal Certificate preferred.
• 1–3 years of experience in a legal, compliance and administrative support role.
• Familiarity with licensing processes, contract systems, or office management is a strong plus.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with contract management is a plus.
• Ability to handle confidential information with integrity.
• Excellent written and verbal communication skills.
• Hybrid onsite/ remote in our West Palm Beach, Florida location.

United Veterinary Care (UVC) is one of the fastest growing, private equity backed, multi-site veterinary hospital groups in the United States. The Company is pursuing a strategy to grow via a combination of add-on acquisitions and organic growth initiatives over time and will expand the size of its network throughout the United States.

United Veterinary Care (UVC) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, transgender status, national origin, citizenship, age, disability or military or veteran status, or any other legally protected status. UVC is an Equal Opportunity Employer. Minorities/Women/Veterans/Disabled