Legal Practice Assistant - Real Estate

Buchanan Ingersoll-Rooney•Fort Lauderdale, FL

6d•Hybrid

About The Position

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients. We are currently searching for a Practice Assistant for our Fort Lauderdale, FL office. This individual will support members of the Firm’s Real Estate Practice Group. The Firm is currently on a hybrid work schedule. After the first month of employment, you have the option to work remotely 2 days per week.

Requirements

Must have a minimum of 5-10 years of legal assistant experience, preferably supporting a real estate practice.
Strong proofreading and document preparation skills.
Excellent oral, written and interpersonal skills.
Strong organization skills and exceptional attention to detail, initiative, and follow-through.
Must have a positive, team-oriented attitude.
Ability to work independently, efficiently, and confidentially, and balance assignments/workflow from multiple busy attorneys meeting time-sensitive deadlines.
Proficient in MS Word, Outlook, Excel, PowerPoint, Teams, Zoom and other computer software and document management systems.

Responsibilities

Provide day-to-day administrative and legal support to attorneys and other members of the real estate practice group.
Possess working knowledge of real estate transactions and related legal terminology.
Prepare, revise, proofread, and format correspondence and real estate related documents.
Work in collaboration with real estate paralegals to track outstanding items and critical dates to ensure efficient management and progression of real estate transactions.
Working knowledge of public records databases including corporate records and other information as requested by attorneys.
Manage attorney calendars, schedule meetings, conference calls, and other appointments.
Run conflict checks, prepare engagement letters, and open new client and new client matters within our onboarding system.
Support attorney with coordination of events, seminars, and conferences as needed.
Organize and archive all documents and emails in the document management system using the naming protocol established by the supervising attorney and in compliance with firm policies.
Maintain accurate and up to date electronic and physical files.
Input and manage attorney timekeeper entries and reports via firm system.
Coordinate travel arrangements.
Prepare and submit expense reports.
Assist with billing, attorneys’ time and Proforma review.
Work with attorneys and paralegals to understand client concerns, ensure that clients are satisfied, and communicate with clients and other real estate professionals as instructed.
Establish a good working relationship with Document Services, our shared services group, for overflow of larger legal document projects.
Handle confidential client and firm information with the highest level of professionalism and discretion.
Anticipate attorney needs, identify potential issues or missing information, and proactively follow up to keep matters moving forward.
Perform additional duties and projects as assigned.