Law Office Assistant
Graft & Jordan
Job Description
Job Description
Office Assistant – Commercial Real Estate Law Firm
Firm: Gaft & Jordan
Location: Hoffman Estates, IL (Onsite)
Position Type: Full-Time or Part-Time
Compensation: Competitive; commensurate with experience
About the Firm
Gaft & Jordan is an established boutique commercial real estate law firm located in Hoffman Estates, Illinois. With a focused, two-attorney practice, our firm delivers personalized, high-caliber legal counsel on complex commercial property transactions, leases, and development projects. We pride ourselves on cultivating a professional, collaborative, and detail-oriented workplace where every team member plays an essential role in client success.
Position Overview
We are seeking a dependable, organized, and proactive Office Assistant to support our attorneys, paralegals, and day-to-day office operations. In this role, you will serve as the administrative backbone of the firm—managing communication flow, maintaining precision in legal documentation and filing, assisting with time entry and billing, and coordinating directly with clients, lenders, title companies, and real estate professionals.
This is a fully onsite opportunity with flexibility for either full-time or part-time scheduling.
Key Responsibilities
Administrative & Client Support
- Serve as the primary point of contact for incoming telephone calls and client inquiries; direct calls and relay messages with professionalism and discretion.
- Greet visiting clients, lenders, and real estate professionals in a courteous, welcoming manner.
- Manage the firm’s master calendar, including scheduling client appointments, closing dates, court/filing deadlines, and conference calls.
- Order office supplies, oversee incoming/outgoing mail and courier services, and maintain a tidy, organized office environment.
Document Preparation & Case Coordination
- Draft, proofread, format, and circulate professional correspondence, transmittal letters, memos, and routine legal documents.
- Coordinate the collection of physical and electronic signatures, ensuring complete and proper execution of contracts, closing documents, and deeds.
- Perform basic factual or public records research (e.g., property records, title searches, corporate status) as directed.
Records Management & Financial Support
- Create, organize, and maintain physical and digital client matter files in strict compliance with firm protocols and client confidentiality standards.
- Accurately enter and review billable time records for attorneys, paralegals, and consultants.
- Assist with basic billing functions, invoicing, expense tracking, and gathering receipts for closing binders.
Qualifications
- Education: Associate or bachelor’s degree preferred; relevant equivalent professional experience will be considered.
- Experience: Prior administrative experience in a law firm, title company, real estate brokerage, or mortgage lending environment is preferred but not required, motivated entry-level candidates with strong foundational skills are encouraged to apply.
- Technical Skills: High proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with legal practice management, PDF editing tools (e.g., Adobe Acrobat), or billing software is a plus.
- Organization & Detail: Exceptional organizational ability, acute attention to detail, and a structured approach to record-keeping.
- Communication: Polished verbal and written communication skills with a strong client-service orientation.
- Work Style: Ability to multitask effectively, prioritize competing deadlines, and work both independently and collaboratively within a small-office dynamic.
Benefits & Work Schedule
- Schedule: Full-time or part-time schedules available; standard business hours, Monday through Friday (onsite).
- Compensation: Competitive hourly wage or salary based on background and qualifications.
- Full-time employees may be eligible for paid time off (PTO) and paid holidays.
An AV Preeminent‐rated boutique commercial real estate and corporate law firm in Hoffman Estates, IL 60169
Company Description
An AV Preeminent‐rated boutique commercial real estate and corporate law firm in Hoffman Estates, IL 60169
Vacancy posted 4 days ago
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