Real Estate Legal Administrative Assistant

Job Description

Job Description

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Real Estate Legal Administrative Assistant

FLSA Status: Non-Exempt

Department: Real Estate

Reports To: Office Administrator

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Real Estate Legal Administrative Assistant in our San Antonio office. This position supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys in our Real Estate Practice Group. The Real Estate Legal Administrative Assistant will be performing complex and specialized secretarial and clerical tasks while working collaboratively with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Specific duties of this position include, but are not limited to:

• Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors.
• Ensures that mail is sent out of the office, i.e., regular mail, certified mail, or overnight mail.
• Assists in drafting, managing, and organizing various documents related to real estate transactions, including escrow instructions, title and survey review, entity formations, UCC searches, local transfer requirements, and due diligence.
• Drafts closing documents including, but not limited to, basic agreements and third-party consents; compiles information and prepares schedules and exhibits to agreements.
• Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
• Participates in the timely review and submission of prebills and/or client bills.
• Possesses strong clerical skills including typing, word processing, mail and contact management, spreadsheets, presentations, and all of the firm’s systems and databases.
• Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares legal documents).
• Routinely reviews and follows-up on client deadlines and calendar appointments.
• Coordinates and makes necessary arrangements for meetings.
• Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
• Accurately prepares and submits client intake forms.
• Regularly and consistently updates client files and notebooks.
• Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
• Willing and capable to offer assistance to others when needed.

QUALIFICATIONS:

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Real Estate Department.
• Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, and database software.
• Ability to communicate effectively in person, over the phone, and through written correspondence.
• Ability to ensure accuracy of written documents, including proofreading and editing (e.g., punctuation, grammar, and spelling), with or without reasonable accommodation.
• Ability to organize and prioritize numerous tasks and complete them under time constraints, with or without reasonable accommodation.
• Strong organizational skills, interpersonal skills, accuracy and attention to detail.
• Strong time management skills and the ability to work under pressure in a fast-paced busy environment.
• Ability to coordinate multiple tasks concurrently and meet deadlines.
• Ability to handle confidential documents and information appropriately, with or without reasonable accommodation.
• Ability to work effectively and proactively, both independently and within a team environment.
• Initiative, flexibility, resiliency, and a willingness to adapt to change.

Education:

• Bachelor’s degree from an accredited college or university preferred
  • High school diploma or GED required

Years of Experience:

• 5+ years’ prior experience in a law firm or professional services office preferred, with 3 to 5 years’ experience providing legal administrative support to Real Estate attorneys required.

Working Conditions:

Normal office environment with little exposure to excessive noise and temperature.

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 are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at View email address on ziprecruiter.com