Real Estate Legal Assistant
Siegfried Rivera PA is looking for Real Estate Legal Assistant in Miami, FL.
This local job opportunity with ID 3685226936 is live since 2026-05-20 05:55:02.
Position Summary The Real Estate Legal Assistant offers a broad range of comprehensive administrative functions providing legal support to the real estate attorneys and promoting teamwork to keep the real estate department running smoothly and efficiently. This role requires a team player with strong time management, organizational and record-keeping skills, a knowledge of real estate terminology and state procedures, an exceptionally strong mindfulness to details, and the ability to problem solve, prioritize and multitask in a fast paced environment. Key Responsibilities for Administrative and Organizational Support File Preparation: Processonboardingofnew clients-preparenewclient matter files with partner approvals,prepareengagement letters,runinternal conflictscheckandofacsearches.File Origination: Track pending engagement letters and initial retainers through execution and receipt.File Management: Enter initial file contacts in AIM and ensure allfirstcommunication exchanges and documents are properly profiled.File Maintenance: Update file contacts andsupportelectronic files, including profiling documents and correspondence daily.Document Preparation: Draft, review,formatand edit legal documents, including purchase contracts, leases andagreements,real estatecorrespondenceand follow-up communications.Transaction Coordination:Createcriticaldate timelinefor contracts, circulate internally and calendar for both attorney(s) and paralegals once approved.Continue tocheck,updateandcalendarchanges torecurring deadlinesthroughclosing.TimeManagement-exercisepunctuality and scheduling to efficiently use time to complete tasks.Prepare check / wire requestsandmanual invoices. Coordinate withthe Accountingdepartment for billing tasks - pre-bills, adjustments to firm invoicesand payment confirmations.Prepare and trackdelivery confirmations: FedEx,couriersand certified return receipt mail.File Transfers: Coordinate with IT and Office Manager in the transfer of client files for onboarding real estate attorney(s) and /or attorneys leavingthereal estate department.Client & Third-Party Liaison: Function asprimary contact for CSC and client to provide updatesincludingNotices of Service of Process Processtheformation of new entities for clientsand incorporate updates. Track deadlines for recurring annual report filings and FINCEN Corporate Transparency Act (CTA) Beneficial Ownership Information (BOI) reports (as applicable). Scheduling, Coordination & Communication Responsibilities include a broad range of administrative functions to manage multiple tasks simultaneously, organize files, and prioritize urgent requests to accommodate smooth daily operations and schedules, including but not limited to:Troubleshoot incoming calls anddirect themtothecorrect attorney/ department torespond.Professionalcommunicationwith clientsand customer service.Daily processingmailand emails.Dailyreview of each attorney's calendar.Manage attorney calendars,scheduleappointments andclient meetingsincluding zoom video and/ audio calls, dailysupportelectronic filing system with profiling of documents and correspondence.Coordinateconferenceroomsreservations. Administrative & Attorney Support Screen attorney(s) calls and provide related information for callbacks.Diligentattention to detailswhen proofreadinganddocument preparation toensureaccuracy in all documentsand schedules.Problem-solveand adapt to quickly address unexpected challenges and adjust to changing prioritiesto meet deadlines and ensure a smooth workflow.Maintain a current list of ongoing active closings and pending real estate matters and deadlines.Assistwithrenewals of attorney(s)(FL)Bar license, industry memberships,(FL)Bar CLE hours.Calendarremindersto ensuretimelycompliance with legalrequirementsandrelatedexpense reimbursements. Client Management and Relationship Support Keepconsistent communication with clients to request documents and updates.Exercise honesty, integrity, andan elevated levelof discretion with clients' information.Always uphold strict confidentiality and professionalismwith a helpful attitude with both internal and external contacts. Technical & System Management Proficientindocument management systems (PCloudAIM,NetDocumentsMicrosoft Office (Word, Outlook)andorganization of documentsandfiles.Prepare,organize,andcompiledocuments, pdfs, and exhibits. Troubleshoot issues with formatting, PDFs, or document conversions.
Position Summary The Real Estate Legal Assistant offers a broad range of comprehensive administrative functions providing legal support to the real estate attorneys and promoting teamwork to keep the real estate department running smoothly and efficiently. This role requires a team player with strong time management, organizational and record-keeping skills, a knowledge of real estate terminology and state procedures, an exceptionally strong mindfulness to details, and the ability to problem solve, prioritize and multitask in a fast paced environment. Key Responsibilities for Administrative and Organizational Support File Preparation: Processonboardingofnew clients-preparenewclient matter files with partner approvals,prepareengagement letters,runinternal conflictscheckandofacsearches.File Origination: Track pending engagement letters and initial retainers through execution and receipt.File Management: Enter initial file contacts in AIM and ensure allfirstcommunication exchanges and documents are properly profiled.File Maintenance: Update file contacts andsupportelectronic files, including profiling documents and correspondence daily.Document Preparation: Draft, review,formatand edit legal documents, including purchase contracts, leases andagreements,real estatecorrespondenceand follow-up communications.Transaction Coordination:Createcriticaldate timelinefor contracts, circulate internally and calendar for both attorney(s) and paralegals once approved.Continue tocheck,updateandcalendarchanges torecurring deadlinesthroughclosing.TimeManagement-exercisepunctuality and scheduling to efficiently use time to complete tasks.Prepare check / wire requestsandmanual invoices. Coordinate withthe Accountingdepartment for billing tasks - pre-bills, adjustments to firm invoicesand payment confirmations.Prepare and trackdelivery confirmations: FedEx,couriersand certified return receipt mail.File Transfers: Coordinate with IT and Office Manager in the transfer of client files for onboarding real estate attorney(s) and /or attorneys leavingthereal estate department.Client & Third-Party Liaison: Function asprimary contact for CSC and client to provide updatesincludingNotices of Service of Process Processtheformation of new entities for clientsand incorporate updates. Track deadlines for recurring annual report filings and FINCEN Corporate Transparency Act (CTA) Beneficial Ownership Information (BOI) reports (as applicable). Scheduling, Coordination & Communication Responsibilities include a broad range of administrative functions to manage multiple tasks simultaneously, organize files, and prioritize urgent requests to accommodate smooth daily operations and schedules, including but not limited to:Troubleshoot incoming calls anddirect themtothecorrect attorney/ department torespond.Professionalcommunicationwith clientsand customer service.Daily processingmailand emails.Dailyreview of each attorney's calendar.Manage attorney calendars,scheduleappointments andclient meetingsincluding zoom video and/ audio calls, dailysupportelectronic filing system with profiling of documents and correspondence.Coordinateconferenceroomsreservations. Administrative & Attorney Support Screen attorney(s) calls and provide related information for callbacks.Diligentattention to detailswhen proofreadinganddocument preparation toensureaccuracy in all documentsand schedules.Problem-solveand adapt to quickly address unexpected challenges and adjust to changing prioritiesto meet deadlines and ensure a smooth workflow.Maintain a current list of ongoing active closings and pending real estate matters and deadlines.Assistwithrenewals of attorney(s)(FL)Bar license, industry memberships,(FL)Bar CLE hours.Calendarremindersto ensuretimelycompliance with legalrequirementsandrelatedexpense reimbursements. Client Management and Relationship Support Keepconsistent communication with clients to request documents and updates.Exercise honesty, integrity, andan elevated levelof discretion with clients' information.Always uphold strict confidentiality and professionalismwith a helpful attitude with both internal and external contacts. Technical & System Management Proficientindocument management systems (PCloudAIM,NetDocumentsMicrosoft Office (Word, Outlook)andorganization of documentsandfiles.Prepare,organize,andcompiledocuments, pdfs, and exhibits. Troubleshoot issues with formatting, PDFs, or document conversions.
PI96fe2-3145