Description:
Summary:
Under general attorney/administrative supervision and according to established policies and procedures, the Commercial Real Estate/Corporate Legal Assistant is responsible for a variety of secretarial functions to assist the commercial real estate and corporate legal departments. The Legal Assistant is to work independently, handle telephone calls, prepares and edits documents, is responsible for filing and file maintenance, and will maintain positive contact with clients, attorneys and other staff members. The duties and responsibilities of this position require the incumbent to maintain confidentiality of client and firm matters at all times.
Responsibilities:
- Conducts conflict-of-interest checks, opens and organizes new files, and manages all client and general corporate files. Performs periodic reviews to identify inactive files for potential closure and prepares files for final archiving.
- Manages the processing of incoming and outgoing mail. Files incoming materials promptly and ensures the timely dispatch of outgoing mail, selecting appropriate express delivery services and monitoring for timely receipt.
- Answers and directs telephone calls, recording accurate messages as needed.
- Prepares and edits documents drafted by attorneys, utilizing legal formats and terminology. Composes letters, memos, and other correspondence for attorneys and paralegals, creates, revises, and prints documents, and thoroughly proofreads all work.
- Gathers necessary information for closing documents, including pay-off amounts on mortgages and liens, taxes, insurance, and other fees. Prepares settlement statements and closing documents, assists attorneys with closings and post-closing tasks, coordinates closing dates with banks and relevant parties, and prepares closing document binders.
- Prepares title insurance reports, commitments, and policies.
- Collaborates with other corporate department support staff to prepare annual minutes. Generates a monthly list of annual minutes for paralegal review, circulates the revised list to attorneys, and prepares and sends monthly by-law letters to corporate clients. Types and finalizes annual minutes.
- Maintains the corporate client database, ensuring that all client information is current in both the database and corporate books and files. Promptly updates records with any amendments related to client addresses, corporate officers, shares of stock, etc., and generates and files updated corporate summary sheets.
- Alphabetizes annual reports and prepares annual report forms.
- Manages the respective attorney(s) calendars and deadline reminders using electronic calendar systems.
- Attends and participates in practice group meetings as required.
- Maintains positive public relations with clients and ensures the confidentiality of attorney-client relationships.
- Operates various office equipment, including typewriters, computers, photocopiers, transcription equipment, scanners/fax machines, and postal equipment. May be required to learn and operate specialized software.
- Communicates potential issues to the supervisor.
- Performs additional tasks as requested, including document editing, and other duties as needed.
Requirements:
Education/Experience/Expectations:
- Must be detail-oriented with excellent analytical capabilities to ensure that all information and/or documents are accurate, complete and in order.
- Knowledge of legal principles, practices and terminology for real estate and corporate transactions at a level normally acquired through formal education and/or work experience.
- Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine legal correspondence. Perform non-complex arithmetic calculations when verifying calculations on forms and documents.
- Possess good quality keyboarding skills and at least intermediate level knowledge/experience with Microsoft Office and document management applications. Ability to understand and utilize computer equipment and software in order to process documents.
- Ability to assemble files and to file information utilizing alphabetical, numerical and chronological filing guidelines.
- Ability to operate office equipment including telephone, scanner/fax, photocopier.
- Highly organized, with the ability to manage multiple tasks, establish priorities and meet all deadlines.
- Excellent keyboarding skills and at least intermediate level knowledge/experience with Microsoft Office, document management and time-keeping applications.
- Able and willing to attend professional organization events and seminars to keep abreast of new legal developments.
- Able and willing to travel to private and public buildings, locally and statewide, via private or public conveyance to assist attorney in attending to client needs on legal matters, if necessary.
- Able and willing to work, on occasion, different hours (8:00 to 5:00 is the standard) or more than 40 hours per week.
- Excellent oral and written communications skills to prepare the necessary documents and correspondence with minimal attorney supervision, and to communicate effectively with clients and others.
- Polished, professional interpersonal skills, with the ability to work well with others regardless of position, including staff, attorneys, clients, peers, vendors and court personnel.
Working Conditions:
- Normal office environment with little exposure to excessive noise, temperature and the like.
- Extensive sitting may be required.
- Extensive standing or walking may be required, depending on attorney requirements.
- Reaching above shoulder levels and occasional use of ladder or step stool is required in order to retrieve and replace objects from shelves.
- This position requires one to lift under 10 pounds on a consistent basis and occasionally up to 40 pounds.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
We offer a competitive salary, comprehensive benefits package, and a supportive work environment. If you are a dedicated and skilled legal professional looking to support a growing real estate department, we encourage you to apply.
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