Estates Assistant Jobs (NOW HIRING)

For those contemplating law school, this is an opportunity to work under the direct supervision of a team of lawyers as the Real Estate Practice Assistant and be deeply involved in and responsible for supporting the delivery of quality legal services to national leading institutional lending clients.

The position involves performing specialized legal assistant and administrative duties pertaining to sophisticated, market-leading affordable multifamily housing transactions, involving tax-exempt financing; federal and state low-income housing and historic tax credits; federal and local rent subsidy programs; real estate tax abatement programs; and subordinate financing provided by governmental and mission-based lenders.

Assignments typically involve document production, client contact and transactional closing coordination requiring a high degree of organizational, analytical and technical skills. This position typically works directly with three or more attorneys as a primary assignment and is a great learning experience for anyone contemplating law school.

Liaison between assigned billing professionals and assigned attorneys to ensure proper preparation of monthly bills for timely transmission to clients.

The Real Estate Practice Assistant maintains professionalism and strict confidentiality in all client and firm matters.

Heavy multi-tasking of administrative functions and delegation of work as appropriate in order to meet deadlines (personally handling or coordinating via supplemental support departments such as Word Processing and Office Services).

Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex).

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in the preparation of legal documents primarily related to the acquisition, ownership, and development of real estate property.

• Prepare financing statements and amendments/terminations of financing statements.

• Prepare and/or draft corporate resolutions and review leases, titles, surveys, loan documents, loan commitments, closing checklists and other transaction documents.

• Revise loan documents following receipt of comments from working group.

• Communicate with bankers and underwriting staff to obtain missing information pertaining to loan documents.

• Assist with closing of real estate transactions to include title searches, coordination, and preparation of all documentation for closings, disclosure statements for buyers and sellers, escrow documents, title documents, removal of title exceptions, closing checklists, etc.

• Organize closing logistics and post-closing deliveries. Receive client comments/exception reports; address errors/discrepancies and missing items. Help prepare forms of amendments and deliver corrected items.

• Prepare and circulate signature packets for applicable loan documents, and compile final, executed documents in preparation for deal closings.

• Assemble original signature pages to recordable loan documents and coordinate delivery to title company prior to deal closings.

• Create closing binders when necessary.

• Perform file organization and maintenance.

• Open new matter requests; create or request records labels from the Records Department; send files off site and retrieve files from storage.

• Receive, sort, and distribute incoming mail. Coordinate or process outgoing mail to ensure timely delivery.

• Maintain up-to-date time reports, complete time entry, and assist with client billing activities to ensure accurate billing.

• Make client disbursement requests.

• Process expense reimbursements (e.g., bar membership renewals, client dinners, summer associate events).

• Coordinate travel arrangements; prepare any related expense reimbursements and client disbursements.

• Assist with compiling client list for Katten events or holiday celebrations.

Knowledge, Skills and Abilities

• Bachelor's degree and one or more years of related experience preferably in a law firm environment; or equivalent combination of education and experience

• Computer proficient with experience and working knowledge of real estate-related databases, Internet research, due diligence, Adobe/PDF, DocuSign, Excel, Outlook, MS Word preferred.

• Knowledge of basic real estate transactions is preferred but not required.

• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e‑mail, or verbally.

• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.

• Analytical skills requiring an aptitude for detail and accuracy to analyze and research corporate transactional data, process information, and perform essential duties.

• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detailed-oriented work environment utilizing excellent administrative, judgmental, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow.

• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make routine decisions within scope of the position's responsibilities.

• Proactive with excellent troubleshooting, problem resolution, and follow-through skills.

• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to interpret source data, prepare corporate transactional documents and forms, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.

• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, and verifying numerical data on forms and documents.

• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.

• Ability to occasionally retrieve and distribute files, written documentation and copies, or office supplies weighing up to 20 pounds.

• Work often requires more than 37.5 hours per week to perform the essential duties of the position.

The annualized salary range for this position can range between $65,000 to $75,000. Actual pay will be adjusted based on location, experience, and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy and long-term and short-term disability policies.

Katten Muchin Rosenman LLP in an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.