Commercial Real Estate Paralegal

Commercial Real Estate Paralegal

The Commercial Real Estate Paralegal supports attorneys across all phases of commercial real estate transactions, acquisitions, dispositions, development, leasing, and financing for clients, including builders and developers on commercial, residential (single-family and multi-family), and mixed-use projects. The role is hands-on closing and escrow management (settlement statement and ALTA preparation, funding coordination, disbursement, and title policy issuance) and could expand to substantive transactional work (document drafting, title and survey review, due diligence, and entity formation) with the right experience.

The paralegal gathers information and prepares the documents required for closing, coordinates logistics from pre-closing through post-closing, and serves as a liaison among attorneys, staff, clients, lenders, and other transaction parties. The position demands a highly organized professional who can manage complex files independently in a fast-paced, high-volume environment while maintaining strict confidentiality of firm and client matters.

Consistent with the firm's commitment to service, the paralegal is expected to deliver excellent customer service to both external clients and internal colleagues, with the goal of achieving consistent and exemplary satisfaction in every interaction.

Core Responsibilities

Transaction Support and Document Drafting

• Assist with all aspects of commercial real estate transactions, including contract review, lease review, and entity review.
• Support the representation of builders and developers in the acquisition, disposition, development, and financing of commercial; residential single-family and multi-family; and mixed-use projects.
• Draft closing documents, including deeds, bills of sale, assignments, leases, estoppel certificates, indemnification agreements, mortgage releases, UCC financing statements, title affidavits, lien waivers, loan documents, and settlement statements.
• Coordinate and support the review, management, and preparation of commercial leasing and acquisition documentation.
• Prepare and file entity organizational, amendatory, and dissolution/termination documents, as well as foreign qualifications and withdrawals.

Title, Survey, and Due Diligence

• Order title examinations, perform the initial review of the title information, and coordinate attorney review and commitment preparation.
• Review legal descriptions.
• Gather and maintain conditions of the purchase and sale agreement.
• Review prior title policies and ALTA surveys.
• Prepare and monitor timelines for due diligence, contingencies, and closing preparation; track all deadlines and due diligence requirements.
• Perform legal research on real estate law, practice, and procedure, including proper form and execution of real estate documents for domestic and out-of-state properties.

Closing Coordination

• Review each file to verify that all required items are present and accounted for.
• Prepare closing checklists and coordinate closing logistics.
• Communicate with and serve as liaison to lenders before and during closing; ensure all lender requirements are met, including funding numbers and time requirements.
• Prepare the Settlement Statement/ALTA and other documents necessary for closing.
• Verify that all information entered into the firm's closing software (e.g., SoftPro) legal descriptions, borrower and seller documentation, property descriptions, and mortgage information is complete and accurate.
• Advise the appropriate parties (borrowers, sellers, agents, and lenders) of the funds and other items required for closing.
• Oversee the execution of documents and recordation of the appropriate documents.
• Conduct closings and complete post-closing documentation and administration.
• Review and monitor agreements with developers, including approval of conditions required prior to draw disbursement and developer payment.

Escrow, Funds, and Disbursement

• Prepare checks and disbursement statements following each closing, ensuring a balanced file.
• Deposit all funds into the appropriate escrow account on the day of closing; post accounting and prepare an escrow ledger for each file, maintaining a zero balance.
• Deposit all firm fee checks into the operating account and report the deposit to billing.
• Ensure all payoffs and seller documents are correct and are sent overnight or by courier the same day.
• Monitor checks and supplies and notify the Escrow Accounting Manager to reorder when necessary.

Title Policy and Post-Closing

• Prepare for issuance the final owner's title policy and the lender's title policy, and assist with their preparation, correction, and transmission as needed.
• Coordinate post-closing follow-up, including recording documents, wiring funds, obtaining necessary cancellation documents, organizing and indexing files, and overseeing preparation of closing document binders.
• Organize pre- and post-closing documents and maintain complex transactional files; file loose documents in the appropriate file.

Communication, Service, and General Support

• Receive and respond to all calls; resolve the caller's question or problem, or refer it to the correct employee for resolution, and return all calls in a timely manner.
• Exemplify excellent customer service in every interaction with clients and the public, including responding to messages and requests within the same business day.
• Maintain accurate time records.
• Lend support as requested to other related areas of the firm, including other firm offices.

Required Qualifications

Education and Experience

• Bachelor's degree.
• 3 years of closing experience as a paralegal, including 2 years of recent commercial real estate paralegal experience.
• Working knowledge of title examination and of reviewing surveys and survey matters.

Skills and Abilities

• Excellent written and verbal communication skills and the interpersonal skills to communicate effectively by telephone, email, and in person—with a diverse group of clients, attorneys, and staff and to follow instructions with courtesy and tact.
• Ability to balance an escrow account and calculate taxes, ALTA figures, and similar amounts; ability to read, write, and perform arithmetic computations at least at a high school level.
• Strong organizational and self-management skills; ability to organize and prioritize numerous tasks and complete them accurately under time constraints and deadlines.
• High attention to detail, reliability, and punctuality, including the ability to proofread material for grammatical, typographical, and spelling errors.
• Ability to work both independently and collaboratively in a fast-paced, high-volume environment.
• Strong analytical and problem-solving skills.
• Proficient computer skills, including Microsoft Office (Word, Outlook, and intermediate Excel); ability to learn new software; ability to operate standard office equipment.
• Working knowledge of real estate closing software (e.g., SoftPro) is helpful.
• Demonstrated commitment to customer service, including incorporating courteous, service-oriented language in each client interaction and supporting the firm's service values.

Personal Attributes

• Professional in every aspect, with strong client-service orientation and the ability to build rapport quickly.
• Team player who is willing to pitch in and support a growing practice group.
• Able to take initiative, welcome challenges, work flexibly and independently within a strong team, and balance conflicting priorities.
• Able to problem-solve and help resolve issues as they arise.

Preferred Qualifications

• Ideas and strategies to help grow and shape the direction of the practice.