Job Description:
High-profile, global law firm, is seeking a Commercial Real Estate Practice Assistant to provide high-quality administrative support to a group of attorneys and professionals in a team environment, effectively and efficiently meeting Firm/Client needs for their Dallas office. The Practice Assistant is currently a hybrid role with designated days required to be in the office, which may change depending on future needs of the Firm or industry standards.
Duties & Responsibilities:
- Communicate effectively and professionally with clients, attorneys, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate attorneys or staff member; arrange conference calls and greet clients.
- Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate attorney.
- Schedule domestic and foreign travel through 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, etc.; provide guidance to attorneys to ensure completed forms are prepared and submitted properly.
- Learn client-specific billing guidelines or restrictions and consistently apply them 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 attorneys 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 available 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 attorneys with time entry, billing, and collections, as needed.
- Operate independently to ensure completion of assignments, which may be complex in nature 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.
- Special projects and duties as assigned.
Qualifications:
- 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, and the ability to articulate thoughts and effectively present innovative ideas and findings.
- Ability to take direction and work independently with little supervision.
- Ability to work effectively work well with others.
- Effective and professional interpersonal and communication skills.
- Must write clearly and professionally, with excellent proofing skills.
- Strong work ethic with ability and commitment to maintain confidentiality.
- Experience with creating signature page checklists and signature packets.
- Experience with maintaining digital electronic files of executed Lease files (Lease, Amendments, SNDAs, Estoppels, Liens, Notices) or Closing Documents.
- Understand how to create and assemble 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, fill in blanks, replace PDF pages of PDF documents.
- Familiar with Commercial Real Estate Terminology and tasks.
- Bachelor’s degree preferred.
- 5-10 years of experience supporting attorneys and paralegals with administrative or client-related tasks preferred.
Compensation & Benefits:
- The firm provides an excellent benefit package to include comprehensive medical, dental and vision plans, 401(k), parking, paid overtime, etc.
- This is a hybrid position 4 in office and 1 work from home after first 30 days for training.
Salary: $80,000-$95,000 Depending Upon Experience Level.