Legal Assistant, Real Estate

Dentons•Toronto, ON

1d•CA$70,000 - CA$80,000

About The Position

The Real Estate Legal Assistant role provides comprehensive legal and administrative support within a busy commercial real estate practice, with a focus on financing, acquisitions, dispositions, and transaction closings. The role requires experience supporting a high-volume practice, including preparing and reviewing legal documents, coordinating closings, and ensuring accuracy and completion of all undertakings. The ideal candidate is confident, proactive, and business-minded, with the ability to manage competing priorities in a fast-paced environment. Strong organizational, communication, and collaboration skills are essential, along with sound judgment, attention to detail, and a client-focused approach. As a valued member of the team, you will support client matters, practice management initiatives, and compliance with firm standards while contributing to a collaborative and solutions-oriented environment. The successful candidate is reliable, adaptable, discreet, and committed to open communication and teamwork.

Requirements

Completion of a recognized legal support program (Law Clerk, Legal Assistant, Paralegal), preferred, or equivalent.
5+ years of law firm experience in a legal assistant or legal administrative role.
Advanced digital dexterity in Microsoft Office Suite; ability to independently format complex legal documents, manage data, and coordinate multiple calendars.
Experience with Teraview, DocuSign and LawyerDoneDeal would be an asset.
Knowledge of financial services protocols, supporting banking transactions would be an asset.
Solid experience with document management systems (e.g., iManage) and billing platforms (e.g., 3E).
Strong organizational and prioritization skills; produce high-quality work while managing competing deadlines with minimal supervision.
Excellent grammar, proofreading, and attention to detail in all deliverables taking full ownership of the accuracy, completeness and professionalism of all legal documents and administrative work.
Professional and courteous communication with clients, opposing counsel, and internal teams.
Demonstrate reliability and commitment to service excellence.
Ability to work collaboratively, adapt to changing priorities, and exercise sound judgment under pressure.

Nice To Haves

Experience with Teraview, DocuSign and LawyerDoneDeal would be an asset.
Knowledge of financial services protocols, supporting banking transactions would be an asset.

Responsibilities

Open and maintain client and transaction files, conduct conflict checks, and manage matter intake, engagement letters, contact records, and bring-forward systems in accordance with firm standards.
Provide comprehensive practice management support, including managing lawyers’ workflows, calendars, deadlines, meetings, travel, and client communications.
Draft, prepare, and organize legal documents and correspondence related to commercial real estate, condominium development, financing, acquisitions, dispositions, and joint venture transactions.
Utilize Teraview, Closing Folders, and DocuSign to support commercial real estate transactions, including preparing transaction documents, financing documentation, report books, and closing materials.
Assist with title, off-title and the coordination of other due diligence searches (including off-title compliance requests to municipal and other governmental authorities, PPSA, corporate and Teraview searches.
Coordinate aspects of transaction closings, including trust documentation, payout statements, mortgage payouts, administration of funds, and preparation of closing books.
Familiarity with coordinating and processing wire transactions, including preparing trust payment instructions, verifying banking details, tracking incoming and outgoing funds, and ensuring timely and compliant transfer of funds in support of real estate closings.
Manage the full billing cycle, including time entries, expense tracking, pre-bills, invoice preparation, and coordination with lawyers, clients, and finance to resolve discrepancies.
Maintain organized physical and electronic filing systems, process incoming and outgoing mail, and perform general administrative support tasks.
Prepare cheque requisitions, expense reports, and accounting-related documentation.
Respond to client inquiries and act as a key contact for scheduling, documentation, and file-related matters.
Maintain confidentiality, ensure compliance with firm and legal requirements, and demonstrate strong attention to detail in a high-volume, deadline-driven environment.
Contribute to team operations by identifying process improvements, supporting best practices, and assisting with additional duties as assigned.