Legal Coordinator

Job Description

Job Description

Description:

 

Position Summary

We are seeking an organized, proactive, and detail-oriented Legal Coordinator to support the legal and operational needs of our property management and asset management company. This role will assist with legal documentation, contract administration, regulatory compliance, litigation tracking, landlord-tenant matters, insurance claims, and communication with internal teams and outside counsel.

The ideal candidate is highly organized, comfortable managing multiple deadlines, and able to handle confidential and sensitive information with professionalism. This individual should also be able to communicate effectively with property managers, ownership, residents, vendors, attorneys, government agencies, and other business partners.

Requirements:

 

Key ResponsibilitiesLegal and Administrative Support

• Provide administrative and operational support for the company’s legal matters.
• Prepare, organize, review, and maintain legal documents, correspondence, notices, agreements, and case files.
• Coordinate document execution, notarization, filing, distribution, and retention.
• Maintain accurate electronic and physical legal records.
• Monitor legal deadlines, court dates, response dates, hearing dates, and other important milestones.
• Prepare summaries, status reports, and supporting documentation for management and outside counsel.
• Handle sensitive and confidential information with appropriate discretion.

Property Management and Landlord-Tenant Matters

• Support landlord-tenant matters, including nonpayment cases, holdover proceedings, lease disputes, resident complaints, and other housing-related issues.
• Coordinate with property managers and site teams to gather leases, rent ledgers, notices, inspection reports, photographs, correspondence, and other supporting documentation.
• Track active housing court cases and provide regular updates to management.
• Assist with preparing and serving required notices in coordination with attorneys and property management staff.
• Maintain records of stipulations, judgments, payment agreements, settlements, and court orders.
• Follow up with internal teams to confirm compliance with legal agreements and court-directed requirements.
• Communicate with outside counsel regarding case status, documentation requests, and upcoming deadlines.

Contracts and Agreements

• Assist with drafting, reviewing, processing, and maintaining vendor agreements, service contracts, management agreements, confidentiality agreements, consulting agreements, and other business documents.
• Track contract expiration dates, renewal dates, insurance requirements, notice periods, and termination provisions.
• Coordinate contract review and approval between internal stakeholders, vendors, and outside counsel.
• Maintain an organized contract database and ensure fully executed agreements are properly filed.
• Follow up on missing signatures, supporting documentation, certificates of insurance, and required approvals.

Regulatory and Compliance Support

• Assist with monitoring compliance requirements affecting residential and commercial properties.
• Track violations, complaints, inspections, hearings, permits, licenses, and corrective-action deadlines.
• Coordinate with property managers, building staff, vendors, and attorneys to collect documentation needed to resolve violations or respond to government agencies.
• Maintain records related to housing, building, fire, safety, environmental, and other applicable regulations.
• Assist with responding to subpoenas, records requests, agency inquiries, and legal notices.
• Support internal audits and compliance reviews by organizing requested records and tracking corrective actions.
• Help ensure company policies, procedures, and document-retention practices are followed consistently.

Litigation and Claims Management

• Maintain a centralized tracker of pending and resolved litigation, claims, demands, and disputes.
• Assist with collecting documents and information needed for discovery, investigations, insurance claims, and legal proceedings.
• Coordinate with insurance brokers, carriers, claims representatives, property teams, and outside counsel.
• Track incidents involving property damage, personal injury, resident disputes, employment matters, vendor disputes, and other potential claims.
• Ensure incident reports, photographs, video footage, witness statements, contracts, and other supporting records are preserved.
• Monitor legal invoices and assist with reviewing billing for accuracy and proper matter allocation.
• Provide periodic reports to leadership regarding open matters, deadlines, risks, and case progress.

Corporate and Entity Administration

• Assist with maintaining corporate records for the company and its affiliated ownership entities.
• Organize formation documents, operating agreements, resolutions, ownership records, and related corporate materials.
• Track annual filings, registrations, licenses, and other entity-level compliance requirements.
• Coordinate signatures and documentation for transactions, financing matters, acquisitions, dispositions, and refinancing projects.
• Support due diligence by gathering property, corporate, financial, contractual, and compliance records.

General Coordination

• Serve as a central point of contact between executive leadership, property management teams, asset management teams, outside counsel, vendors, and other stakeholders.
• Schedule legal meetings, calls, hearings, depositions, and case-review discussions.
• Prepare meeting agendas, organize supporting materials, and document follow-up items.
• Manage multiple projects and deadlines while keeping leadership informed of urgent or high-risk matters.
• Identify missing documentation, upcoming deadlines, and unresolved issues before they create operational or legal risk.
• Perform other legal, administrative, and compliance-related duties as assigned.

Qualifications

• Bachelor’s degree in Legal Studies, Business Administration, Real Estate, Paralegal Studies, or a minimum of four years of relevant experience in legal coordination, paralegal support, real estate, property management, compliance, or a related area.
• Paralegal certificate is a plus but not required.
• Two or more years of experience in legal coordination, paralegal support, property management, real estate, compliance, or a related administrative role preferred.
• Experience supporting a property management, asset management, real estate, landlord-tenant, or housing law environment is strongly preferred.
• Familiarity with leases, contracts, housing court matters, regulatory violations, insurance claims, and litigation documentation is a plus.
• Strong written and verbal communication skills.
• Excellent organizational, time-management, and follow-up abilities.
• Ability to manage multiple deadlines and competing priorities with a high level of accuracy.
• Strong attention to detail and document-management skills.
• Ability to maintain confidentiality and use sound judgment when handling sensitive information.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn legal, property management, document-management, and case-tracking systems.
• Ability to work independently while collaborating effectively with multiple departments and external partners.

Preferred Skills

• Knowledge of New York landlord-tenant procedures and housing-related compliance requirements.
• Experience working with outside counsel, courts, government agencies, insurance carriers, or property management teams.
• Experience maintaining litigation, violation, contract, or compliance trackers.
• Familiarity with document retention, legal holds, and confidential recordkeeping.
• Ability to review complex documentation and clearly summarize key information for leadership.
• Strong sense of urgency and the ability to recognize matters requiring immediate escalation.

Core Competencies

• Organization and attention to detail
• Professional judgment and confidentiality
• Deadline and priority management
• Clear written and verbal communication
• Critical thinking and problem-solving
• Accountability and follow-through
• Cross-functional collaboration
• Adaptability in a fast-paced environment