Real Estate Transactional Legal Assistant

Real Estate Transactional Legal Assistant

Benesch is proud to announce the opening for a Real Estate Transactional Legal Assistant within our Practice Support department in our Miami office. This position will start out 100% remote, moving to a hybrid schedule by year end.

Position Summary:

Our Miami office has an amazing opportunity for a Real Estate Transactional Legal Assistant who is looking to be part of a dynamic team. This role is perfect for the legal assistant who is looking to work in a cutting-edge office of one of the nation's fastest growing law firms and assist attorneys in an energetic, fast-paced environment.

The Real Estate Legal Assistant plays a critical role in supporting assigned attorneys and practice teams, serving as a highly organized, proactive, and detail-oriented partner in the delivery of legal services. As a trusted member of the team, this role is responsible for coordinating a broad range of client, matter, document, billing, and operational support activities while ensuring exceptional service, accuracy, responsiveness, and professionalism.

Success in this role requires sound judgment, professionalism, initiative, discretion, and the ability to manage competing priorities in a fast-paced environment. The Legal Assistant must work collaboratively with attorneys, colleagues, clients, and business professionals while maintaining a high level of responsiveness and client service.

Essential Functions:

Document Preparation & Coordination

• Prepare, revise, format, redline, and proofread a wide range of real estate and transactional documents, including purchase and sale agreements, leases, lease amendments, assignments, estoppel certificates, subordination, non-disturbance and attornment agreements, easements, deeds, affidavits, closing statements, loan documents, entity documents, title and survey materials, due diligence materials, and related correspondence.
• Generate and maintain closing checklists, signature packets, closing binders, document indexes, executed document sets, and other complex transaction components in compliance with client and firm standards.

Transaction & Matter Management

• Support all aspects of real estate transaction and matter management, including coordination with clients, opposing counsel, title companies, surveyors, lenders, borrowers, landlords, tenants, brokers, consultants, governmental authorities, and other stakeholders regarding acquisitions, dispositions, leasing, financing, development, and related transactions.
• Assist with the preparation and organization of due diligence materials, title commitments and exception documents, surveys, zoning materials, environmental reports, lease files, financing documents, signature packets, closing deliverables, closing binders, and other matter-related documentation.
• Monitor transaction deadlines and collaborate with attorneys, paralegals, title companies, surveyors, lenders, brokers, records, and other business professionals to ensure accuracy and timely completion, while coordinating with accounting to request closing invoices as needed.

Client & Stakeholder Coordination

• Serve as a professional and responsive point of coordination for attorneys, clients, opposing counsel, consultants, vendors, internal departments, and other stakeholders.
• Coordinate client meetings, conference calls, closings, virtual meeting logistics, conference rooms, meal requests, materials, and follow-up items.
• Support client service by anticipating needs, communicating clearly, protecting confidentiality, and escalating issues appropriately.

Calendar & Workflow Management

• Manage attorney calendars, including meetings, closings, key transaction dates, filing deadlines, reminders, and competing priorities.
• Use workflow management tools and practice group protocols to prioritize assignments, track status, support coverage, and ensure timely completion of work.
• Collaborate with attorneys, paralegals, records, accounting, conflicts, and other business professionals to keep matters moving efficiently.

Billing, Timekeeping & Matter Administration

• Enter, revise, review, and release attorney time entries in accordance with firm guidelines and client billing requirements.
• Coordinate review of proformas and billing documentation with accounting, attorneys, and other stakeholders.
• Perform initial conflict checks, assist with new matter intake, open and close client matters, prepare engagement documentation, and maintain matter-related administrative records.

File & Records Management

• Create, maintain, organize, and close electronic and hard copy client and administrative files in accordance with firm protocols, including use of the document management system.
• Maintain organized closing files, executed documents, leases, title materials, surveys, financing documents, and other matter materials to support knowledge management and efficient future access.
• Apply appropriate document naming, version control, confidentiality, and retention practices.

Travel, Expenses & Administrative Support

• Coordinate domestic and occasional international travel arrangements, including itineraries, accommodations, ground transportation, and expense tracking for reimbursement.
• Process expenses, coordinate reimbursements, and assist with administrative tasks that support attorney productivity and client service.
• Provide backup support for practice group team members during high-volume periods, absences, or special projects.

Additional Responsibilities

• Actively participate as a member of the practice group support team, contributing to a collaborative, responsive, and service-oriented culture.
• Remain current on firm systems, technologies, workflows, templates, and best practices, including legal technology training and practice support standards.
• Support special projects, process improvements, practice group initiatives, business development support, and other administrative or operational duties as assigned.
• Demonstrate flexibility to work overtime, outside standard business hours, or on urgent matters when business needs require.

Qualifications & Experience

• High School Diploma or equivalent required.
• Minimum of seven (7) years of legal assistant support experience within a law firm environment, with real estate, commercial leasing, acquisition and disposition, finance, development, or other sophisticated transactional experience strongly preferred.
• Demonstrated experience preparing, revising, redlining, proofreading, and managing complex real estate and transactional documents and correspondence, including experience supporting closings, title and survey review, due diligence, real estate filings and recordings, matter intake, time entry, billing, calendars, travel, and expense processes.

Skills & Competencies

• Exceptional organizational skills and the ability to manage multiple priorities, competing deadlines, and changing work demands while maintaining accuracy and attention to detail.
• Strong written, verbal, and interpersonal communication skills, with the ability to interact professionally and effectively with attorneys, clients, colleagues, and external stakeholders.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion and professionalism.
• Advanced proficiency in Adobe and Microsoft 365 applications, including Word, Outlook, Excel, and PowerPoint, as well as the ability to create, revise, format, and proofread complex legal and administrative documents.
• Strong technical aptitude and the ability to learn and effectively utilize legal, administrative, document management, billing, workflow, and other business systems.
• Proven ability to work independently and collaboratively in a fast-paced, client-service-driven environment while maintaining a high level of responsiveness and accountability.
• Demonstrated commitment to exceptional client service, professionalism, adaptability, and continuous improvement.
• Experience with legal and administrative systems such as Intapp Time, Intapp Open, Emburse, Aderant, Intapp DealCloud, iManage and Litera, as well as title company portals, cloud file storage systems such as Drop Box, real estate closing and due diligence platforms, and related legal technology strongly preferred.
• Proactive, solutions-oriented approach with the ability to anticipate needs, identify issues, recommend practical solutions, and take ownership of assignments.
• Demonstrated knowledge of real estate terminology, acquisitions, dispositions, commercial leasing, financing, development, title and survey review, due diligence, closings, recording requirements, and real estate transaction support strongly preferred.

Benesch is an equal opportunity employer. We strongly value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations), medical condition, protected veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact the Benesch Human Resources Department by phone at View phone number on click.appcast.io or email Christine Watson at View email address on click.appcast.io.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities