Build practical notary, apostille, technology, and client-service systems with us
Notary Ninjas, LLC is a technology-forward notary company serving clients who need organized document support, clear scheduling, reliable communication, and practical tools. We are interested in people who can help us grow the business while keeping the client experience professional, responsive, and easy to understand.
Client-first communication
Our work depends on clear intake, careful follow-up, and a calm professional tone. Applicants should be comfortable dealing with clients who may be under time pressure, confused about documents, or trying to solve a deadline-sensitive problem.
Process and automation
We build internal systems for scheduling, invoicing, electronic records, document generation, client dashboards, notary education, and operational tracking. Strong candidates care about clean workflows, accurate records, and reducing avoidable mistakes.
Professional document handling
Notary and apostille work requires attention to detail. We value people who understand that names, dates, signatures, IDs, document origin, and submission instructions matter, and that notaries must not provide legal advice.
Positions and candidate profiles
These roles may be full-time, part-time, project-based, internship-based, or contract-based depending on business needs, candidate fit, schedule, and experience.
General Administrative
The general administrative role supports the day-to-day flow of a modern notary and document-services company. This person may help with appointment requests, client intake, phone and email follow-up, document readiness questions, basic invoice coordination, calendar organization, status updates, and internal task tracking.
A strong administrative candidate is organized, polite, direct, and comfortable asking the right questions before an appointment is scheduled. The goal is to reduce confusion, make sure clients understand what they need to bring, and help prevent avoidable delays.
Helpful strengths
- Excellent written and phone communication.
- Comfort with calendars, email, forms, spreadsheets, and CRM-style systems.
- Ability to organize client details without losing important information.
- Professional judgment when handling sensitive documents or urgent requests.
- Understanding that notaries cannot provide legal advice.
Full Stack Software Engineer
This role focuses on building and maintaining practical business software for Notary Ninjas, LLC. The core stack includes HTML, JavaScript, Ajax, jQuery, Bootstrap, PHP, and MySQL. Projects may include dashboards, client portals, document-generation tools, notary education systems, invoice workflows, admin panels, upload forms, reporting systems, and internal automation.
We are especially interested in developers who understand Git and version control. Code changes should be trackable, testable, reversible, and organized. The work should be structured so updates can be reviewed, deployed to the server, and maintained without turning the project into an unmanageable collection of one-off edits.
Products and systems you may work on
Software candidates may help maintain and expand the NYS Notary quiz, the rental agreement generator, dashboard tools, registration flows, document-generation products, client-facing forms, admin reporting, and other advanced products and services Notary Ninjas plans to offer.
The goal is to build reliable systems that are easy for clients to use, easy for staff to manage, and safe to update through Git and version control.
Technical focus
- PHP and MySQL application logic, CRUD workflows, and secure form processing.
- HTML5, Bootstrap, responsive design, JavaScript, jQuery, and Ajax interfaces.
- Git branches, commits, pull requests, merge discipline, release notes, and rollback planning.
- Secure coding practices, input validation, file upload controls, session handling, and error logging.
- Ability to document what changed and why it changed.
Internship subsection
Internship candidates do not need to know everything, but should be able to learn quickly, follow instructions, use Git properly, read existing PHP code, test their own work, and explain what they changed. This is a good fit for someone who wants practical exposure to real business systems instead of only tutorial projects.
Commissioned or Future NYS Notary Public
We are interested in commissioned New York notaries, people preparing to become commissioned, and candidates who understand or want to learn the apostille process. This role may involve appointment support, client communication, document review for readiness, notarial service coordination, remote notarization awareness, and apostille-related intake.
Candidates should understand the importance of identity verification, signature readiness, document completeness, accurate notary records, professional boundaries, and not giving legal advice. Apostille knowledge is helpful because many clients need support understanding document origin, notarization, certification, and destination-country submission requirements.
Helpful strengths
- Current NYS notary commission or active plan to become commissioned.
- Familiarity with acknowledgments, jurats, affidavits, IDs, and notarial certificates.
- Knowledge of apostille preparation or willingness to learn the process carefully.
- Professional appearance, punctuality, and dependable communication.
- Ability to work with clients without creating confusion or giving legal advice.
Who usually fits well here
Notary Ninjas, LLC is not only a traditional notary company. The business combines notary services, apostille support, client education, appointment coordination, document generation, custom software, and operational systems. A good fit is someone who respects professional rules but also enjoys improving how a process works.
We value practical people. You do not need to be perfect, but you should be honest about your skill level, willing to document your work, careful with client information, and comfortable asking questions before making assumptions. Accuracy matters because small mistakes in document services, code, scheduling, or client communication can create real problems.
What we look for
Career application form
Fill out your contact information, select the role that best matches your background, upload your resume, and include any technical, notary, apostille, or scheduling details that help us understand your fit. Applications are emailed to hello@brooklynnotaryninjas.com.