Professional Assistant- Real Estate

Alluvion Staffing
Published
November 5, 2020
Location
Jacksonville, FL
Category
Job Type

Description

Alluvion is working with an established law firm in Downtown Jacksonville to find the right Legal Assistant with Real Estate for their team. The ideal candidate will possess:

  • At least 5 years' experience as a legal assistant, or admin in a law firm
  • Has worked in real estate
  • Excellent communication and writing skills, dedicated to exceptional customer service (internally and externally)
  • Able to quickly learn new systems

Job duties include, but are not limited to:

  • Draft, revise, finalize, and distribute all correspondence, memoranda, agreements, contracts, legal documents, briefs, charts, and reports for attorneys or executives.
  • Must be able to ascertain matters of priority and urgency and be able to respond in a quick and efficient matter, use initiative and judgment to minimize the effect in a lawyer's absence, and refer matters to appropriate delegated authority.
  • Creates, organizes, and maintains files; file documents as requested and retrieve documents from files when needed. Conducts periodic review for possible storage of old files; prepares files to be closed.
  • Coordinates and assists in the preparation for court or governmental hearings and is familiar with and calendars deadlines.
  • Perform clerical and basic secretarial duties for professional assistants, paralegals and attorneys. Prepare basic correspondence, document revisions, fax cover sheets, hand delivery forms, envelopes, labels and mail outs.
  • File setup and closing, organizing files including high-density areas, maintaining filing and contact sheets for numerous professional assistants and paralegals. Update and maintain indexes and accompanying binders of documents.
  • Provides support for and assists in drafting applications and pleadings.
  • Requests conflict of interest checks.
  • Complete new matter memorandums and check requests.
  • Input attorney time into time keeping system as requested.
  • Prepare travel arrangements, calendar appointments, coordinate meetings (both within and outside the office) for attorneys in the department as requested.
  • Prepares, updates attorney/client matters lists, telephone lists, and distribution lists.
  • Deliver correspondence such as hand deliver, mail, and Federal Express. Deliver check requests to and pick up checks from accounting.
  • Answer incoming telephone calls and relay messages to appropriate parties in a timely and accurate manner.
  • Perform various administrative duties such as expense reports, cash advances, docket cases (if necessary), proofread documents, etc.
  • Prepare and update pleading indexes, document book and index preparation, bates label documents and maintain bates label charts.
  • Transcribe dictation.
  • Assist other professional assistants, paralegals, and attorneys as needed.
  • Perform special projects for attorneys.
  • Provide back up support to the receptionist and business center; answer phones, greet guest/clients, oversee front office acitivity
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