Commercial Real Estate Legal Assistant

Robins Appleby LLP; Toronto; On-site; CAD 52,000 - 66,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Professional development

Work-life balance

Job summary

Robins Appleby LLP is seeking a Legal Assistant to support two real estate professionals on a busy commercial real estate team in Toronto. The ideal candidate will handle correspondence, document preparation, and file management with high accuracy and professionalism.

As a key member of the Real Estate group, you will manage deadlines, coordinate meetings, and ensure smooth client communications while maintaining strict confidentiality and a proactive, team-oriented approach.

Qualifications

• Completed Legal Assistant program from a recognized college.
• Minimum of 5 years' experience in a law firm or professional services, preferably in commercial real estate.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Experience with document management systems and related tools (Adobe/Kofax, DocuSign, iManage).
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication and client service orientation.

Responsibilities

• Assist with preparation of correspondence, legal documents and forms for commercial real estate transactions.
• Ensure time-sensitive documents are managed effectively and deadlines met.
• Maintain tickler systems to monitor key dates.
• Schedule meetings and coordinate appointments for the lawyers.
• Organize, open, manage and close client files; maintain meticulous records.
• Perform due diligence inquiries and title-related tasks as directed.
• Transmit documents to clients and act as a primary contact for communications.
• General admin tasks including scanning and e-filing; other duties as assigned.

Skills

Time management

Communication

Interpersonal skills

Team player

Attention to detail

Independent worker

Education

Legal Assistant program

Tools

Microsoft Office

Adobe PDF/Kofax

DocuSign

Workshare Compare

Teraview

iManage

Job description

Career Opportunities for Business Professionals

For over 70 years, Robins Appleby has provided practical legal advice to entrepreneurs, organizations, financial institutions, and foreign companies conducting business in Canada. Located in Toronto’s financial district, we operate at the heart of the city's growing business hub.

Who we are

Delivering The Robins Appleby Edge: top-tier legal acumen with the efficiency, care, and personal touch of a close-knit team. We build lasting relationships, achieve exceptional results in complex legal matters, and treat every client’s needs with dedication, respect, and integrity.

Robins Appleby offers an environment that encourages mentoring, inspires enthusiasm, and motivates and challenges employees to put forth their best efforts in achieving personal and firm goals.

Legal Assistant – Commercial Real Estate

We are currently looking for a talented Legal Assistant to join our Real Estate team. Our ideal candidate will provide support to two legal professionals and have experience in various aspects of commercial real estate law.

Duties and Responsibilities:

• Assist with the preparation of correspondence, legal documents and forms related to commercial real estate transactions;
• Ensure time-sensitive documents are managed effectively;
• Maintain tickler systems to monitor key dates for task management;
• Schedule meetings and co-ordinate appointments as required ensuring the legal professional’s calendar is up-to-date;
• Organize, open, manage and close client files;
• With direction, complete off title due diligence inquiries ;
• Complete title searches;
• Act as a point of contact for incoming and outgoing communications including phone calls, emails, and documents for clients;
• General administrative duties including scanning and e-filing; and
• Other duties as assigned.

Qualifications Required:

• Successful completion of a Legal Assistant program at a recognized community college
• Minimum of 5 years' experience working in a law firm or in professional services preferably within a commercial real estate practice
• Proficiency in Microsoft Office (including Word, Excel, and Outlook)
• Working knowledge of Adobe/Kofax PDF, DocuSign, Workshare Compare, and Teraview.
• Experience working with a document management system, e.g., iManage
• Possess well-developed organizational and time management skills in order to manage multiple priorities with ease in order to meet tight deadlines
• Strong communication and interpersonal skills help you to build relationships and provide excellent client service
• As a confident self-starter, you work well both independently, and in a team environment
• Operate with a high degree of accuracy and strong attention to detail
• Show good judgment, discretion and respond well to constructive feedback.

Why Join Us:

• Competitive salary and benefits package
• Professional development opportunities and a supportive work environment
• A collaborative and collegial team that value work-life balance

Background and Reference Checks

Any offer of employment may be conditional upon background checks including a criminal record check, a credit check, employment and educational verification.

At Robins Appleby we are committed to equity, diversity and inclusion. We welcome and encourage applications from individuals from all backgrounds, inclusive of race, ethnicity, faith, religion or spiritual beliefs, gender, gender identity, age, sexual orientation, abilities, social perspective and other characteristics. Accommodations are available on request for candidates taking part in all aspects of the selection process.