Administrative Specialist

Atrium; Newark (NJ); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical, dental and vision benefits

Paid holidays

401(k) retirement plan

Life insurance

Disability coverage

Employee assistance program

Job summary

Atrium is seeking an Administrative Specialist based in Newark, New Jersey to provide comprehensive administrative and legal support to attorneys in Real Estate and Litigation. The role involves calendar management, document preparation, and coordination with clients and courts.

The ideal candidate has 4+ years of administrative or legal support experience, strong organizational and communication skills, and must be legally authorized to work in the United States.

Qualifications

• 4+ years of administrative or legal support experience within a law firm or legal environment.
• Experience with real estate law and litigation required.
• Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills with attention to detail and confidentiality.
• Proficiency with Microsoft Office and legal document management systems; experience with e-filing platforms is a plus.
• Experience in commercial (corporate) litigation; federal court and NJ/NY state court experience required.
• NJ Notary or willingness to obtain within the first 6 months.
• Demonstrated career tenure and experience at a midsize or larger law firm.

Responsibilities

• Provide administrative and legal support to attorneys within Real Estate and Litigation practices, ensuring timely and accurate assistance.
• Manage calendars, schedule meetings, and coordinate appointments to meet critical deadlines and court schedules.
• Prepare, format, proofread, and organize legal correspondence, pleadings, agreements, and other documents for accuracy and compliance.
• Assist with real estate transactions by organizing closing documents, maintaining files, and liaising with clients, attorneys, and external parties.
• Support litigation matters by maintaining case files, tracking deadlines, preparing filings, and assisting with discovery processes.
• Communicate professionally with clients, attorneys, courts, opposing counsel, and other external contacts to maintain strong relationships.
• Maintain organized electronic and physical files to ensure accessibility and compliance with firm standards.
• Assist with billing, time entry, expense reports, and other general administrative tasks as needed.

Skills

Administrative support

Legal support

Real estate knowledge

Organizational skills

Written and verbal communication

MS Office

e-filing familiarity

Litigation experience

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Microsoft Office

Legal document management systems

E-filing platforms

Job description

Atrium is seeking on behalf of our client an Administrative Specialist based in Newark, New Jersey.

A background check may be run only after a conditional offer is made, where permitted by law.

Position: Administrative Specialist

Location: Newark, New Jersey

Employment Type: Full-time

Compensation: $70,000-95,000

Position Overview

The Administrative Specialist will provide comprehensive administrative and legal support to attorneys within the firm’s Real Estate and Litigation practices. This role ensures smooth operations by managing schedules, preparing legal documents, and coordinating with internal and external stakeholders. The position requires strong organizational skills and attention to detail to support complex transactions and litigation matters. Must be legally authorized to work in the United States.

Responsibilities

• Provide administrative and legal support to attorneys within Real Estate and Litigation practices, ensuring timely and accurate assistance.


• Manage calendars, schedule meetings, and coordinate appointments to meet critical deadlines and court schedules.


• Prepare, format, proofread, and organize legal correspondence, pleadings, agreements, and other documents for accuracy and compliance.


• Assist with real estate transactions by organizing closing documents, maintaining files, and liaising with clients, attorneys, and external parties.


• Support litigation matters by maintaining case files, tracking deadlines, preparing filings, and assisting with discovery processes.


• Communicate professionally with clients, attorneys, courts, opposing counsel, and other external contacts to maintain strong relationships.


• Maintain organized electronic and physical files to ensure accessibility and compliance with firm standards.


• Assist with billing, time entry, expense reports, and other general administrative tasks as needed.

Required Experience/Skills

• 4+ years of administrative or legal support experience within a law firm or legal environment.


• Experience with real estate law and litigation required.


• Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.


• Excellent written and verbal communication skills with attention to detail and confidentiality.


• Proficiency with Microsoft Office and legal document management systems; experience with e-filing platforms is a plus.


• Experience in commercial (corporate) litigation; federal court and NJ/NY state court experience required.


• NJ Notary or willingness to obtain within the first 6 months.


• Demonstrated career tenure and experience at a midsize or larger law firm.

Preferred Experience/Skills

• Familiarity with real estate closing processes and documentation.


• Advanced knowledge of litigation support tools and discovery procedures.


• Ability to work independently and collaboratively in a fast-paced environment.


• Strong problem-solving skills and adaptability to changing priorities.


• Experience handling sensitive and confidential information with discretion.

Education Requirements

• High school diploma or equivalent required; associate or bachelor’s degree preferred.

If eligible under the ACA, medical, dental and vision benefits and time off in accordance with local paid sick time laws will be offered. Additional benefits may include paid holidays, a 401(k)-retirement plan, life insurance, disability coverage, and an employee assistance program, where applicable. Other compensation programs may include overtime, shift differentials, bonuses, commissions, or other incentive compensation, where applicable.

Commitment to Diversity

As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.

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