Real Estate Legal Secretary Jobs (NOW HIRING)

Legal Secretary Paralegal Real Estate 

National Law Firm in Miami is seeking a real estate legal assistant to join their dynamic team! This role is perfect for the legal assistant who is looking to work in a cutting-edge office of one of the nation's fastest growing law firms and assist attorneys in an energetic, fast-paced environment.

The Real Estate Legal Assistant plays a critical role in supporting assigned attorneys and practice teams, serving as a highly organized, proactive, and detail-oriented partner in the delivery of legal services. As a trusted member of the team, this role is responsible for coordinating a broad range of client, matter, document, billing, and operational support activities while ensuring exceptional service, accuracy, responsiveness, and professionalism.

Job Description:

• Prepare, revise, format, redline, and proofread a wide range of real estate and transactional documents, including purchase and sale agreements, leases, lease amendments, assignments, estoppel certificates, subordination, non-disturbance and attornment agreements, easements, deeds, affidavits, closing statements, loan documents, entity documents, title and survey materials, due diligence materials, and related correspondence.
• Maintain closing checklists, signature packets, closing binders, document indexes, executed document sets, and other complex transaction components in compliance with client and firm standards.

Transaction & Matter Management

• Support all aspects of real estate transaction and matter management, including coordination with clients, opposing counsel, title companies, surveyors, lenders, borrowers, landlords, tenants, brokers, consultants, governmental authorities, and other stakeholders regarding acquisitions, dispositions, leasing, financing, development, and related transactions.
• Assist with the preparation and organization of due diligence materials, title commitments and exception documents, surveys, zoning materials, environmental reports, lease files, financing documents, signature packets, closing deliverables, closing binders, and other matter-related documentation.
• Monitor transaction deadlines and collaborate with attorneys, paralegals, title companies, surveyors, lenders, brokers, records, and other business professionals to ensure accuracy and timely completion, while coordinating with accounting to request closing invoices as needed.

Client & Stakeholder Coordination

• Serve as a professional and responsive point of coordination for attorneys, clients, opposing counsel, consultants, vendors, internal departments, and other stakeholders.
• Coordinate client meetings, conference calls, closings, virtual meeting logistics, conference rooms, meal requests, materials, and follow-up items.
• Support client service by anticipating needs, communicating clearly, protecting confidentiality, and escalating issues appropriately.

Calendar & Workflow Management

• Manage attorney calendars, including meetings, closings, key transaction dates, filing deadlines, reminders, and competing priorities.
• Use workflow management tools and practice group protocols to prioritize assignments, track status, support coverage, and ensure timely completion of work.
• Collaborate with attorneys, paralegals, records, accounting, conflicts, and other business professionals to keep matters moving efficiently.

Billing, Timekeeping & Matter Administration

• Enter, revise, review, and release attorney time entries in accordance with firm guidelines and client billing requirements.
• Coordinate review of proformas and billing documentation with accounting, attorneys, and other stakeholders.
• Perform initial conflict checks, assist with new matter intake, open and close client matters, prepare engagement documentation, and maintain matter-related administrative records.

File & Records Management

• Create, maintain, organize, and close electronic and hard copy client and administrative files in accordance with firm protocols, including use of the document management system.
• Maintain organized closing files, executed documents, leases, title materials, surveys, financing documents, and other matter materials to support knowledge management and efficient future access.
• Apply appropriate document naming, version control, confidentiality, and retention practices.

Qualifications: 

• High School Diploma or equivalent required.
• Minimum of seven (7) years of legal assistant support experience within a law firm environment, with real estate, commercial leasing, acquisition and disposition, finance, development, or other sophisticated transactional experience strongly preferred.
• Demonstrated experience preparing, revising, redlining, proofreading, and managing complex real estate and transactional documents and correspondence, including experience supporting closings, title and survey review, due diligence, real estate filings and recordings, matter intake, time entry, billing, calendars, travel, and expense processes.
• Must be detail oriented and have the ability to multi-task and meet deadlines.

Competitive salary! Excellent Benefit Package!

Similar Job Titles

Paralegal Real Estate
Legal Assistant Real Estate 
Real Estate Processor 
Loan Processor
Legal Assistant Commercial Real Estate

If you believe you are qualified and would like to learn more about this outstanding position, please send your resume to LilliDR@TopLawJobs.com

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