Legal Administrator

Job Description

Job Description

Eagle Rock Properties, headquartered in New York, is a full-service real estate firm offering investment management, property management, and construction management services. With a team of over 275 professionals, we specialize in rental apartment communities across the Northeast and Mid-Atlantic regions of the United States. Under the leadership of our executives, who have owned and managed properties for more than 30 years, Eagle Rock Properties has emerged as a pioneering force in the industry.

Position Summary

The Legal Administrator supports the organization’s legal, collections, and compliance functions across its multifamily portfolio. This position serves as a key administrative liaison between property management teams, Corporate Operations, residents, and outside legal counsel.

The Legal Administrator is responsible for coordinating landlord-tenant legal matters, preparing and maintaining documentation required for legal filings, tracking active cases, assisting with resident collection efforts, and ensuring matters are escalated and processed accurately and timely. This role does not provide legal advice but plays an integral role in ensuring legal and collection processes are organized, documented, compliant, and progressing appropriately.

This is an onsite position in our Plainview, NY office.

Key Responsibilities

Legal Administration & Filing

• Coordinate the preparation and submission of documentation required for landlord-tenant legal proceedings, including nonpayment and other lease-enforcement matters.
• Gather and review resident ledgers, leases, notices, payment histories, correspondence, account documentation, and other supporting materials required for legal referrals.
• Prepare legal referral packages for outside counsel and ensure required documentation is complete prior to submission.
• Coordinate service, filing, and documentation requirements with property teams and outside counsel.
• Maintain organized electronic records of legal notices, filings, court documents, judgments, stipulations, warrants, and related correspondence.
• Track active legal matters from initial referral through resolution.
• Monitor court dates, filing deadlines, attorney requests, payment agreements, and other case milestones.
• Follow up with attorneys and property teams regarding outstanding documentation or required actions.
• Update internal systems and legal trackers to accurately reflect current case status.
• Assist with invoice review and administrative tracking of legal expenses.

Collections & Resident Outreach

• Conduct outbound collection calls and follow-up communications with residents regarding delinquent balances.
• Discuss outstanding account balances, payment expectations, and available company-approved resolution options.
• Document all collection attempts, resident communications, commitments, disputes, and payment arrangements.
• Follow up on broken payment promises and unresolved delinquent balances.
• Coordinate with property teams regarding delinquency status and recommended next steps.
• Identify accounts requiring escalation to legal proceedings or outside collection agencies in accordance with company policy.
• Assist with pre-legal collection efforts designed to resolve balances before formal legal action becomes necessary.
• Maintain professional and respectful communication with residents while consistently enforcing company policies and lease obligations.

Legal & Collections Tracking

• Maintain portfolio-wide legal and delinquency trackers.
• Monitor aging balances and identify accounts requiring immediate attention.
• Track accounts through stages such as collection outreach, notice, attorney referral, court filing, judgment, eviction, payment plan, settlement, or resolution.
• Produce regular reporting regarding active legal cases, delinquency, collection activity, recoveries, and case aging.
• Follow up with properties regarding cases that have stalled or require additional action.
• Identify recurring operational issues contributing to delayed filings or collections.
• Assist management with evaluating collection and legal performance across the portfolio.

Property & Attorney Coordination

• Serve as a central point of contact between Corporate Operations, property teams, and outside landlord-tenant counsel.
• Respond to attorney requests for documentation and information.
• Ensure property teams receive timely updates regarding court proceedings and required actions.
• Coordinate documentation for court appearances, hearings, settlements, and other legal proceedings.
• Escalate unusual, high-risk, disputed, or sensitive matters to management or legal counsel.
• Help ensure consistent legal processes and documentation standards across properties and jurisdictions.

Compliance & Quality Control

• Review legal referral packages for completeness and accuracy before submission.
• Verify resident ledgers and supporting documentation are consistent with the amounts being pursued.
• Assist with ensuring required notices and internal procedures are completed before legal escalation.
• Follow established company procedures and applicable federal, state, and local requirements relating to collections and landlord-tenant matters.
• Maintain confidentiality of resident, financial, and legal information.
• Identify documentation deficiencies or process gaps and escalate concerns to management.
• Support audits of legal files, delinquency processes, and collection documentation.

Qualifications

• 2+ years of experience in multifamily property management, collections, legal administration, landlord-tenant matters, accounts receivable, or a related field preferred.
• Experience working with resident ledgers, delinquency, eviction processes, or landlord-tenant attorneys strongly preferred.
• Familiarity with property management software and resident accounting systems preferred.
• Strong organizational skills with the ability to manage a high volume of active cases and deadlines.
• Strong written and verbal communication skills.
• Comfortable conducting collection calls and handling difficult or sensitive resident conversations.
• Strong attention to detail, particularly when reviewing financial and legal documentation.
• Ability to work independently while coordinating with multiple properties, attorneys, and corporate departments.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.

Core Competencies

Successful candidates will demonstrate strong attention to detail, urgency, accountability, organization, professional communication, confidentiality, follow-through, and the ability to manage competing deadlines.

The Legal Administrator should be comfortable working in a fast-paced multifamily environment where legal matters and delinquency require consistent follow-up and accurate documentation.

Eagle Rock Management provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics