Legal Administrative Assistant

Heatherwood•Brentwood, NY

About The Position

For over 75 years, Heatherwood has been dedicated to developing upscale residential rental communities, commercial properties, luxury urban spaces. Our reputation for quality construction, innovative design, and exceptional service has made us a recognized leader in the industry. At Heatherwood, we believe our employees are our greatest asset, which is why we prioritize professional development and promote from within. We are seeking a Legal Administrative Assistant to support the Legal Department’s in-house landlord-tenant litigation team and outside counsel by managing day-to-day administrative functions in a fast-paced environment. This role is responsible for handling internal administrative work, including preparing and tracking time-sensitive mailings, maintaining accurate systems and records, and coordinating with other departments to provide critical and timely information related to the processing of summary proceedings for our Long Island and New York City portfolios. The Legal Administrative Assistant plays a key role and is vital in delivering successful case management for our expanding portfolio, with a strong emphasis on leveraging data analytics and advanced reporting to drive efficiency and success.

Requirements

A minimum of three (3) years of experience as a Legal Administrative Assistant or comparable role.
Experience with YARDI Residential Management software system is preferred; working knowledge of Yardi Legal Module is a plus; ability to navigate various databases and tracking systems required.
Strong working knowledge and proficiency in Microsoft Office Suite (Word, Excel, Outlook, Power Point), Adobe and other software programs; able to create and update Excel spreadsheets and Word documents; able to perform mail merge and related functions.
Strong math skills and ability to analyze and interpret data, including rent ledgers, to calculate arrears, and generate reports.
Ability to comprehend, interpret, and analyze legal documents including lease agreements, legal pleadings, legal notices, or stipulations of settlement.
Strong organizational skills with meticulous attention to detail; strong analytical and problem-solving skills; excellent written and verbal communication skills; ability to work under pressure and meet deadlines in a high-volume and fast-paced environment; work independently and as part of a team.
Self-motivated, self-directed, and able to initiate various tasks without supervision.
Ready, willing and able to travel to Courts, Post Office, and other locations on an as-needed basis for filings, mailings, and other activities.
Must have a valid driver’s license.
Professionalism, confidentiality and sound judgment are essential.

Nice To Haves

Notary Public commission preferred, or willingness to become a Notary Public.

Responsibilities

Provide administrative and litigation support to the in-house legal team and outside counsel.
Prepare, process and track legal documents, including rent demands, notice of petitions, petitions, legal correspondence and other time-sensitive landlord-tenant litigation documents. Compile, proofread and revise drafts of legal documents and reports.
Maintain accurate litigation calendars, deadlines, and case management systems.
Organize and manage case files and materials. Provide daily record keeping with electronic and hard copy filing of documents. Maintain and update databases and tracking systems throughout the case lifecycle.
Assist with trial preparation, including preparing exhibits and other trial-related materials.
Review vendor invoices and match with cases referred by the Landlord.
Conduct thorough research on legal issues and case-related matters, make informed decisions based on available data.
Communicate relevant information between departments, organizations or agencies. Respond to all case-related queries.
Prepare and format legal and management reports housed in Yardi and other databases to identify trends, pinpoint inefficiencies, and inform strategic decisions for the litigation team.
Ensure efficient and effective administrative information and assistance.
Identify and implement process improvements, using technology to create efficiency and accuracy in litigation support.
Uphold confidentiality and discretion when handling sensitive legal information.

Benefits

At Heatherwood, we don’t just hire talent—we cultivate leaders. We’re committed to your professional growth, long-term success, and making your work truly impactful.
An opportunity to shape financial strategy at a legacy real estate firm with over 75 years of success.
Direct influence on transformative growth initiatives across a dynamic and diverse portfolio.
A collaborative, forward-thinking leadership team that values transparency and innovation.
A competitive compensation package, including comprehensive benefits designed to support your well-being—both personally and professionally.

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