Real Estate Legal Assistant

Siegfried Rivera PA • Coral Gables, FL

22h

About The Position

The Real Estate Legal Assistant offers a broad range of comprehensive administrative functions providing legal support to the real estate attorneys and promoting teamwork to keep the real estate department running smoothly and efficiently. This role requires a team player with strong time management, organizational and record-keeping skills, a knowledge of real estate terminology and state procedures, an exceptionally strong mindfulness to details, and the ability to problem solve, prioritize and multitask in a fast‑paced environment.

Requirements

• Strong time management skills
• Organizational skills
• Record-keeping skills
• Knowledge of real estate terminology
• Knowledge of state procedures
• Exceptional mindfulness to details
• Ability to problem solve
• Ability to prioritize
• Ability to multitask in a fast-paced environment
• Proficiency in document management systems (PCloudAIM, NetDocuments)
• Proficiency in Microsoft Office (Word, Outlook)

Responsibilities

• Process onboarding of new clients, prepare new client matter files with partner approvals, prepare engagement letters, run internal conflicts checks and OFAC searches.
• Track pending engagement letters and initial retainers through execution and receipt.
• Enter initial file contacts in AIM and ensure all first communication exchanges and documents are properly profiled.
• Update file contacts and support electronic files, including profiling documents and correspondence daily.
• Draft, review, format and edit legal documents, including purchase contracts, leases and agreements, real estate correspondence and follow-up communications.
• Create critical date timeline for contracts, circulate internally and calendar for both attorney(s) and paralegals once approved. Continue to check, update and calendar changes to recurring deadlines through closing.
• Exercise punctuality and scheduling to efficiently use time to complete tasks.
• Prepare check / wire requests and manual invoices. Coordinate with the Accounting department for billing tasks - pre-bills, adjustments to firm invoices and payment confirmations.
• Prepare and track delivery confirmations: FedEx, couriers and certified return receipt mail.
• Coordinate with IT and Office Manager in the transfer of client files for onboarding real estate attorney(s) and /or attorneys leaving the real estate department.
• Function as primary contact for CSC and client to provide updates including Notices of Service of Process.
• Process the formation of new entities for clients and incorporate updates.
• Track deadlines for recurring annual report filings and FINCEN Corporate Transparency Act (CTA) Beneficial Ownership Information (BOI) reports (as applicable).
• Troubleshoot incoming calls and direct them to the correct attorney/department to respond.
• Professional communication with clients and customer service.
• Daily processing mail and emails.
• Daily review of each attorney’s calendar.
• Manage attorney calendars, schedule appointments and client meetings including zoom video and audio calls, daily support electronic filing system with profiling of documents and correspondence.
• Coordinate conference room reservations.
• Screen attorney(s) calls and provide related information for callbacks.
• Diligent attention to details when proofreading and document preparation to ensure accuracy in all documents and schedules.
• Problem-solve and adapt to quickly address unexpected challenges and adjust to changing priorities to meet deadlines and ensure a smooth workflow.
• Maintain a current list of ongoing active closings and pending real estate matters and deadlines.
• Assist with renewals of attorney(s) (FL) Bar license, industry memberships, (FL) Bar CLE hours. Calendar reminders to ensure timely compliance with legal requirements and related expense reimbursements.
• Keep consistent communication with clients to request documents and updates.
• Exercise honesty, integrity, and an elevated level of discretion with clients' information.
• Always uphold strict confidentiality and professionalism with a helpful attitude with both internal and external contacts.
• Proficient in document management systems (PCloudAIM, NetDocuments Microsoft Office (Word, Outlook) and organization of documents and files.
• Prepare, organize, and compile documents, pdfs, and exhibits.
• Troubleshoot issues with formatting, PDFs, or document conversions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed