Real Estate Practice Assistant

Practice Assistant

A well-established law firm is seeking a Practice Assistant for its Fort Lauderdale, FL office. This position will provide administrative and legal support to attorneys and other professionals within the Real Estate Practice Group.

The position follows a hybrid work schedule, with the opportunity to work remotely up to two days per week after the first month of employment.

Essential Duties and Responsibilities:

• Provide day-to-day administrative and legal support to attorneys and other members of the Real Estate Practice Group.
• Possess a working knowledge of real estate transactions and related legal terminology.
• Prepare, revise, proofread, and format correspondence and real estate-related documents.
• Collaborate with real estate paralegals to track outstanding items and critical dates, helping ensure the efficient management and progression of transactions.
• Conduct research using public records databases, including corporate records and other sources as requested by attorneys.
• Manage attorney calendars and schedule meetings, conference calls, and other appointments.
• Run conflict checks, prepare engagement letters, and assist with opening new clients and matters within the firm's onboarding system.
• Assist with the coordination of events, seminars, conferences, and other activities as needed.
• Organize and archive documents and emails within document management systems according to established naming protocols and firm policies.
• Maintain accurate and up-to-date electronic and physical files.
• Input and manage attorney time entries and related reports using firm systems.
• Coordinate travel arrangements.
• Prepare and submit expense reports.
• Assist with billing, attorney time, and proforma review.
• Work with attorneys and paralegals to understand client needs, support client satisfaction, and communicate with clients and other real estate professionals as directed.
• Coordinate with internal document services teams on larger legal document projects.
• Handle confidential client and firm information with professionalism and discretion.
• Anticipate attorney needs, identify potential issues or missing information, and proactively follow up to keep matters moving forward.
• Perform additional duties and projects as assigned.

Required Experience and Key Competencies:

• 5-10 years of legal assistant experience, preferably supporting a real estate practice.
• Strong proofreading and document preparation skills.
• Excellent oral, written, and interpersonal communication skills.
• Strong organizational skills with exceptional attention to detail, initiative, and follow-through.
• Positive, team-oriented attitude.
• Ability to work independently, efficiently, and confidentially while balancing assignments and workflow for multiple busy attorneys and meeting time-sensitive deadlines.
• Proficiency with Microsoft Word, Outlook, Excel, PowerPoint, Teams, Zoom, and other computer software and document management systems.

Benefits:

• Hybrid work schedule
• Paid time off
• Paid holidays
• Wellness programs
• Caregiving assistance
• Employee assistance resources
• Professional development and online learning resources
• Medical, dental, and vision insurance
• 401(k) program
• Retirement savings benefits