Practice Assistant - Real Estate

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. This position is based in our New York office. Key Responsibilities and Essential Job Functions Communicate effectively and professionally with clients, lawyers, and co‑workers via email, telephone, and in person; answer telephone, provide responses to routine questions from clients and staff members, route calls to the appropriate lawyer or staff member, and arrange conference calls and greet clients. Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer or professional. Schedule domestic and foreign travel through the firm travel system, including flights, hotels, and/or car rentals. Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner. Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly. Learn and consistently apply client‑specific billing guidelines or restrictions to client invoices to ensure compliance and cost‑effective practices. Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing when appropriate. Enter and manage work requests from lawyers in the firm’s workflow tool and complete according to provided deadlines. Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records. Perform all file maintenance, including saving documents to the document management system. Assist lawyers with time entry, billing, and collection as needed. Operate independently to ensure completion of assignments, which may be complex or require high‑level production, in an accurate and timely manner. Produce a high volume of work assignments in an accurate and timely manner. Perform clerical duties for non‑legal departments as needed. Complete special projects and duties as assigned. Required Skills Advanced knowledge of Microsoft Office Suite and Adobe. Experience with document management systems. Experience with electronic signature software programs. Proficiency in core legal administrative assistant functions and advanced technical and communications skills. Ability to thrive in a fast‑paced environment with demonstrated ability to coordinate multiple competing tasks and demands. Superb attention to detail, grammar, and punctuation; ability to articulate thoughts and effectively present innovative ideas and findings. Ability to take direction and work independently with little supervision. Ability to work well with others. Effective and professional interpersonal and communication skills. Ability to write clearly and professionally, with excellent proofing skills. Strong work ethic with commitment to maintain confidentiality. Required Qualifications & Education Bachelor’s degree. 4–5 years of experience supporting lawyers and paralegals with administrative or client‑related tasks preferred. Preferred Qualifications & Education Experience creating signature‑page checklists and signature packets. Experience maintaining digital electronic files of executed Lease files (Lease, Amendments, SNDAs, Estoppels, Liens, Notices) or Closing Documents. Understanding of how to assemble and create Closing Binders for Acquisition/Sale/Loan transactions from an index or party list to final digital file as subfolder and share with client. Ability to edit PDF documents by inserting dates, filling blanks, and replacing PDF pages of PDF documents. Familiarity with commercial real‑estate terminology and tasks. Physical Requirements Ability to sit or stand for extended periods of time. Moderate or advanced keyboard usage. Ability to lift and carry up to thirty pounds. Base salary range: $44.10/hr – $66.20/hr. Compensation depends on qualifications and experience. Benefits Comprehensive medical plans (PPO and HDHPs). Dental and vision plans, covering domestic partners. Life and AD&D insurance. Short‑ and long‑term disability insurance. Tax‑advantaged health‑care expense accounts, including FSAs and HSAs. Dependent care FSAs. Health advocacy services. Behavioral health and counseling resources for all family members. 401(k) plan. Profit sharing. Backup dependent care. Senior care planning support. Resources for individuals with developmental disabilities and their caregivers. Paid holidays and other paid time off. Paid leave for new parents. Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law. Applicants who require accommodation during the application process should contact View email address on click.appcast.io. Personal information collected from applicants will be used for processing the application throughout any recruitment or employment process, including inclusion in a personnel file. Categories of data collected may include name, address, phone number, email, Social Security Number, and signature. 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