Real Estate Legal Administrative Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Real Estate Legal Administrative Assistant

FLSA Status: Non-Exempt

Department: Real Estate

Reports To: Office Manager

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Real Estate Legal Administrative Assistant in our Houston office. This position supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys in our Real Estate Practice Group. The Real Estate Legal Administrative Assistant will be performing complex and specialized secretarial and clerical tasks while working collaboratively with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Specific duties of this position include, but are not limited to:

• Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors.
• Ensures that mail is sent out of the office, i.e., regular mail, certified mail, or overnight mail.
• Assists in drafting, managing, and organizing various documents related to real estate transactions, including escrow instructions, title and survey review, entity formations, UCC searches, local transfer requirements, and due diligence.
• Drafts closing documents including, but not limited to, basic agreements and third-party consents; compiles information and prepares schedules and exhibits to agreements.
• Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
• Participates in the timely review and submission of prebills and/or client bills.
• Possesses strong clerical skills including typing, word processing, mail and contact management, spreadsheets, presentations, and all of the firm's systems and databases.
• Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares legal documents).
• Routinely reviews and follows-up on client deadlines and calendar appointments.
• Coordinates and makes necessary arrangements for meetings.
• Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
• Accurately prepares and submits client intake forms.
• Regularly and consistently updates client files and notebooks.
• Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
• Willing and capable to offer assistance to others when needed.

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Real Estate Department.
• Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, and database software.
• Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
• Ability to work effectively and proactively within a team environment.
• Strong time management skills and the ability to work under pressure in a fast-paced environment.
• Ability to coordinate multiple tasks concurrently and to meet deadlines.
• Strong organizational skills, interpersonal skills, and attention to detail.
• Initiative, flexibility, resiliency, and a willingness to adapt to change.

• Bachelor's degree from an accredited college or university preferred
  • High school diploma or GED required

• 5+ years' prior experience in a law firm or professional services office preferred, with 3 to 5 years' experience providing legal administrative support to Real Estate attorneys required.