Legal Intake Administrator - Real Estate

Wawa, Inc.

1d•Onsite

About The Position

The Legal Intake Administrator supports the company’s in‑house legal department by serving as the first point of contact for incoming real estate–related legal requests. This role focuses on receiving, reviewing, and routing communications primarily from commercial landlords, property managers, and business partners. The Legal Intake Administrator ensures that all inquiries are accurately logged, assessed, and directed to the appropriate internal stakeholders.

Requirements

Ability to work well individually as well as in a team environment
Excellent oral and written communication skills
Excellent customer service skills
Ability to work with little or no supervision
Detail oriented and strong organizational skills
Strong analytical and problem solving skills
Excellent interpersonal skills
Ability to manage high-volume workflows and prioritize competing requests
Associate’s or Bachelor’s degree preferred
2–4 years of experience in a legal, real estate, or administrative support role is required
Familiarity with commercial real estate transactions (leases, acquisitions, title/survey)
Experience with legal intake, matter management systems, or document management platforms
Proficiency in Microsoft Office (Outlook, Excel, Word); experience with legal software a plus

Responsibilities

Receive, review, and triage incoming legal notices, inquiries, and documentation related to commercial real estate matters.
Serve as the primary point of contact for commercial landlords and property management companies.
Conduct initial assessments to determine urgency, completeness, and required internal follow‑up.
Collect relevant internal information (lease terms, site contacts, historical correspondence, business unit details) to support legal review.
Verify and input key deal information into matter management systems.
Enter all matters into the company’s legal intake or matter‑management system with accuracy and consistency.
Route requests to in‑house attorneys, paralegals, real estate teams, or business units based on subject matter and ensure timely responses to landlords and internal partners.
Track intake status, maintain organized intake logs and generate reports on intake volume, matter status, turnaround times, and other key performance metrics as requested.
Assist with billing and payment processes in connection with real estate-related legal matters.
Assist with updates to standard intake forms, checklists, and process improvements.
Maintain organized electronic and physical files and ensure compliance with document retention policies.
Communicate with external parties to clarify issues or request missing information while maintaining a professional and service-oriented approach in all interactions.
Support the Legal Team with administrative tasks such as preparing summaries, drafting simple correspondence, filing original documents and coordinating signatures.
Utilize legal AI tools to support intake, document review, and workflow efficiency.
Participate in testing, evaluation, and continuous improvement of those tools within the Legal Team.
Uphold confidentiality, compliance standards, and internal legal department procedures.
Assist with such other matters as may be requested by the real estate attorneys on the Legal Team.