Administrative Assistant – Legal

Goudreau Personnel by Swinton Ltd.; Windsor; On-site; CAD 42,000 - 64,000; Full time

Job summary

Goudreau Personnel by Swinton Ltd. is seeking an Administrative Assistant to support lawyers handling residential and commercial real estate transactions.

The role requires meticulous attention to detail, strong communication, and the ability to manage multiple files in a fast-paced, confidential environment. Responsibilities include real estate file organization, drafting and processing legal documents, title searches, coordinating closings, client communication, calendar management, and

Qualifications

• Legal support experience in real estate or law-related environments.
• Minimum two years as a Legal Assistant, with a focus on real estate.
• Familiarity with land title registration and closing procedures.
• Proficiency with Microsoft Office and legal practice management software.
• Strong proofreading and document preparation abilities.
• Excellent organizational and time-management skills.

Responsibilities

• Real Estate Transaction Support: Open, organize, and maintain real estate files from intake through closing; Prepare and process legal documents for residential and commercial real estate transactions; Conduct title and off-title searches; Review title searches and identify issues; Prepare and coordinate closing packages; Assist with registration and filing of documents; Coordinate timelines to meet deadlines.
• Client & Stakeholder Communication: Act as primary contact for clients, real estate agents, mortgage brokers, lenders, and opposing counsel; Schedule appointments and meetings; Respond to inquiries; Collect and verify documentation.
• Administrative Support: Maintain file records and document management; Draft correspondence and reports; Manage calendars; Prepare invoices and closing accounts; Ensure compliance with policies and confidentiality.
• Compliance & Quality Assurance: Verify file completeness; Assist with anti-money laundering compliance; Ensure transactions comply with law and firm standards; Maintain confidentiality.

Skills

Communication

Verbal communication

Written communication

Organizational skills

Time management

Confidentiality

Team collaboration

Education

Legal Assistant Diploma

Law Clerk Diploma

Paralegal Diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Practice management software

Job description

The Administrative Assistant will provide administrative and legal support to lawyers handling residential and commercial real estate transactions. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple files in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

Responsibilities to include the following, but not limited to:

Real Estate Transaction Support

• Open, organize, and maintain real estate files from intake through closing
• Prepare and process legal documents related to residential and commercial real estate transactions, including: Agreements of Purchase and Sale, Transfer/Deed documents, Mortgage and refinancing documentation, Statements of Adjustments, Reporting letters, Closing documentation
• Conduct title and off-title searches as required
• Review title searches and identify issues requiring lawyer review
• Prepare and coordinate closing packages for buyers, sellers, lenders, and financial institutions
• Assist with registration and filing of documents through applicable land registration systems
• Coordinate transaction timelines to ensure all deadlines are met
• Client & Stakeholder Communication
• Act as a primary point of contact for clients, real estate agents, mortgage brokers, financial institutions, and opposing counsel
• Schedule appointments and meetings for document execution and transaction closings
• Respond to client inquiries and provide updates on file status
• Collect and verify required documentation from clients and third parties

Administrative Support

• Maintain accurate file records and electronic document management systems
• Draft correspondence, legal documents, and reports
• Manage lawyer calendars and critical transaction deadlines
• Prepare invoices, trust documentation, and closing accounts as required
• Ensure compliance with firm policies, legal requirements, and confidentiality standards

Compliance & Quality Assurance

• Verify file completeness and accuracy prior to closing
• Assist with anti-money laundering compliance requirements and client identification procedures
• Ensure all transactions comply with applicable legislation, regulatory requirements, and firm standards
• Maintain strict confidentiality regarding client information and legal matters

Qualifications

• Legal Assistant Diploma, Law Clerk Diploma, Paralegal Diploma, or equivalent combination of education and experience.
• Minimum two (2) years of experience as a Legal Assistant, with a strong focus on real estate law.
• Experience supporting residential and commercial real estate transactions.
• Familiarity with land title registration processes and real estate closing procedures.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel).
• Experience using legal practice management software.
• Strong document preparation and proofreading skills.
• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize and manage multiple files simultaneously.
• Excellent verbal and written communication skills.
• Professional, client-focused approach.
• Ability to work independently and collaboratively within a team environment.
• Strong problem-solving and critical-thinking abilities.
• High level of integrity and discretion when handling confidential information.