Job Details

POSITION SUMMARY:

The Legal Administrative Assistant will assist the Real Estate team with substantive legal work for residential mortgage and commercial transactions practice and other business department related duties.

WORKING RELATIONSHIPS:

REPORTS TO: Attorneys with a focus in residential mortgage, commercial transactions, wills, estates, and other business-related matters. He/she will also report to the Office Manager on administrative matters.

SUPERVISES: No supervisory responsibilities; functions as key part of attorney/staff team.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Takes lead in coordinating closing details for residential and commercial transactions, including but not limited to preparing closing settlement statements, scheduling closings, drafting closing documents, managing disbursements, and effectively communicating with team, lenders, buyers, sellers, realtors, and related parties

2. Formatting documents into final form; corresponding via emails and phone calls; proofreading; copying; scanning; faxing; and mailing documents

3. Process incoming mail and delivery of documents by scanning and saving to the document management system, prepare an initial response to client, if needed, and distribute, as needed, to the appropriate team members. Draft and prepare correspondence for attorneys signature and distribute to clients and related parties.

4. Assist in maintaining data, complying with internal and external closing procedures, and providing reminders, as necessary, and assist in assembling documents and files. Will utilize Outlook, Share File, and other specific programs for which training will be provided.

5. Knowledge of filing/E-filing of documents with Clerks offices. Maintain a record of documents received for record keeping and ease of retrieval.

6. Opening/closing files, consistent with department and firm practice utilizing specific software for which training will be provided.

7. Office duties including answering phones, checking voice mail, copying, scanning, faxing, time entry, filing, scheduling, and maintaining a calendar of closings and other dates.

8. Work with attorneys and/or clients to take instructions, obtain information, report on the status of matters and otherwise support legal actions.

9. Organize, maintain, review, summarize, and analyze documents and records.

The above primary job duties and responsibilities describe the level and nature of work to be performed by the employee(s) assigned to this job. The description should not be construed as an exhaustive listing of all job duties and responsibilities performed by this job.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

EDUCATION: High school diploma or equivalent is required; a bachelors degree or advanced paralegal certificate is preferred

WORK EXPERIENCE: Prefer 2 years work experience in a law firm, or work with loan transactions, real estate, drafting closing documents, etc.

Ability to multitask

Strong reading, writing, proofreading, and arithmetic skills

Strong communication skills--both verbal and written

Ability to prioritize and work under a tight schedule

Ability to work independently and cooperatively in a team environment

Strong team member and interpersonal skills

Proficient computer skills (working knowledge of Word, Excel, Outlook)

Ability to work overtime, as needed, to meet deadlines