Practice Assistant - Real Estate

Holland & Knight LLP•New York, NY

1d•Onsite

About The Position

We are seeking a Practice Assistant - Real Estate to provide high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs. This position is based in our New York office. The firm is one of the largest and most respected law firms in the world, advising clients for over 130 years with approximately 2,200 lawyers across the U.S. and in five international offices. The firm also employs over 1,700 business professionals, paralegals, and practice assistants who play a pivotal role in supporting the firm's capabilities and client service.

Requirements

Advanced knowledge of Microsoft Office Suite and Adobe
Experience with document management systems
Experience with electronic signature software programs
Proficiency in core legal administrative assistant functions and advanced technical and communications skills
Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands
Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings
Ability to take direction and work independently with little supervision
Ability to effectively work well with others
Effective and professional interpersonal and communication skills
Ability to write clearly and professionally, with excellent proofing skills
Strong work ethic with ability and commitment to maintain confidentiality
Bachelor's degree
4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred

Nice To Haves

Experience with creating signature page checklists and signature packets
Experience with maintaining digital electronic files of executed Lease files (Lease, Amendments, SNDAs, Estoppels, Liens, Notices) or Closing Documents
Understand how to create and assemble Closing Binders for Acquisition/Sale/Loan transactions from an index or party list to final digital file as Subfolder and share with client
Ability to Edit PDF documents by inserting dates, fill in blanks, replace PDF pages of PDF documents
Familiar with commercial real estate terminology and tasks

Responsibilities

Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person
Answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer or staff member
Arrange conference calls and greet clients
Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations
Draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional
Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals
Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner
Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents
Provide guidance to lawyers to ensure completed forms are prepared and submitted properly
Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices
Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate
Enter and manage work requests from lawyers in the Firm’s workflow tool and complete according to provided deadline(s)
Perform routine electronic and paper filing in an organized manner for easy access
Photocopy, scan, compile, and distribute documents
Identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records
Perform all file maintenance, including saving documents to the document management system
Assist lawyers with time entry, billing, and collection, as needed
Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner
Produce a high volume of work assignments in an accurate and timely manner
Perform clerical duties for non-legal departments, as needed
Special projects and duties as assigned