Administrative Assistant

Job Description

Job Description

We are looking for a proactive Administrative Assistant to support a busy legal practice focused on real estate based in Monmouth County. This permanent, on-site role offers the opportunity to work closely with attorneys and staff while gaining practical experience across document coordination, client communication, and case file management. The ideal candidate brings strong organizational skills, sound judgment, and a meticulous approach to handling time-sensitive administrative work.

Responsibilities:

• Create and revise letters, forms, and legal paperwork to support attorneys and client matters.

• Review incoming information for accuracy and completeness, preparing intake materials and identifying missing details when needed.

• Partner with internal document support staff to keep files, deliverables, and deadlines moving efficiently.

• Communicate with clients through initial outreach and follow-up messages, ensuring timely and thorough correspondence.

• Assemble and distribute loan and closing documentation for client review, signature, and processing.

• Maintain accurate records in spreadsheets and internal systems, including updates to case and transaction data.

• Organize legal files from opening through closing, including scanning, uploading, and maintaining electronic records.

• Examine signed documents, wire-related materials, and post-closing items to confirm completeness and track outstanding requirements.

• Coordinate administrative logistics such as calendar scheduling, appointment management, shipping preparation, and general office support for legal staff.

• Bachelor’s degree required.

• Strong written and verbal communication skills with the ability to interact effectively with clients and colleagues.

• Excellent organization and close attention to detail when handling documents and data.

• Ability to manage competing priorities and meet deadlines in a fast-paced office environment.

• Proficiency with Microsoft Office applications and Adobe Acrobat.

• Strong attention to detail and dependable interpersonal skills.

• Interest in building knowledge within the legal field; prior law firm, legal support, or administrative experience is helpful but not required.

Benefits:

Available to employee after 90 days

• 401(k) plan
• Profit Sharing
• Health insurance
• Dental insurance
• Vision Insurance
• Paid time off – 2 weeks + sick days / with an increase to 3 weeks after 3 years of employment
• Hands-on training and mentorship
• Long-term career growth opportunities
• Collaborative and team-oriented work environment