Legal Assistant

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POSITION SUMMARY

Seeking a detail-oriented, customer-focused, and highly organized legal assistant to support legal professionals in residential and commercial real estate transactions and other legal matters. The ideal candidate will manage transaction files from contract to closing, coordinate with clients and third parties, prepare legal documents, and ensure timely and accurate completion of all aspects of the transactions.

This role requires exceptional communication skills, strong attention to detail, the ability to manage multiple transactions simultaneously, and a commitment to delivering excellent client service.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Transaction Management

▪ Assist attorneys with residential and commercial real estate transactions from contract execution through post-closing.

▪ Maintain transaction files and ensure all required documentation is collected, organized, and properly filed.

▪ Monitor transaction timelines and critical deadlines to ensure timely closings.

▪ Prepare and review closing packages and transaction documents for accuracy and completeness.

▪ Coordinate scheduling of closings with clients, lenders, real estate agents, title companies, and attorneys.

Legal Support

▪ Draft, prepare, and revise legal documents, correspondence, closing statements, deeds, affidavits, settlement documents, leases, and related closing materials.

▪ Assist with title reviews, title commitments, surveys, and due diligence materials.

▪ Support attorneys with commercial real estate transactions, including purchase and sale agreements, entity documentation, lease files, and closing checklists, and with other legal matters as assigned.

▪ Maintain compliance with firm procedures, legal requirements, and regulatory guidelines.

▪ Conduct file audits to ensure documentation is complete.

Client and Vendor Communication

▪ Serve as a primary point of contact for clients, lenders, brokers, agents, and other transaction participants.

▪ Respond to inquiries and provide timely updates regarding transaction status.

▪ Collect information and documentation necessary for real estate transactions and assigned legal matters.

▪ Deliver exceptional client service while maintaining professionalism and confidentiality.

Administrative Responsibilities

▪ Manage electronic and physical file systems.

▪ Maintain accurate data within legal and real estate transaction management systems.

▪ Maintain calendars and coordinate meetings, appointments, and other scheduled activities.

▪ Monitor and maintain office and closing-related supplies and inventories to ensure adequate stock levels.

▪ Assist with billing, invoice processing, and transaction-related reporting.

▪ Prepare correspondence, reports, and administrative documents.

▪ Support special projects and additional administrative duties as assigned.

QUALIFICATIONS

Required

▪ Strong learning agility and ability to quickly adapt to new concepts and processes.

▪ Strong research and analytical skills, with a focus on accuracy and efficiency.

▪ High school diploma or equivalent.

▪ Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and Adobe Acrobat.

▪ Strong organizational, communication, and time-management skills.

▪ Ability to handle multiple matters and priorities simultaneously.

▪ Excellent attention to detail and problem-solving abilities.

▪ Ability to maintain confidentiality and professionalism.

Preferred

▪ Associate's or Bachelor's degree.

▪ Prior experience in residential and commercial real estate law.

▪ Knowledge of real estate closing procedures, title insurance, and settlement processes.

▪ Experience with legal case management and real estate transaction software.

▪ Familiarity with SoftPro, Qualia, RamQuest, or similar closing platforms.

CORE COMPETENCIES

▪ Client Service Excellence

▪ Attention to Detail

▪ Organization and Planning

▪ Communication Skills

▪ Multitasking and Prioritization

▪ Teamwork and Collaboration

▪ Professionalism and Integrity

▪ Adaptability and Initiative

▪ Confidentiality and Trustworthiness

 

JOB ID: 180801

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Jessica Ray

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