Legal Assistant

Hahn Loeser & Parks LLP; Sarasota (FL); On-site; USD 52,000 - 78,000; Full time

Job summary

Hahn Loeser & Parks LLP in Florida seeks an experienced legal administrative assistant to support multiple practice areas, including litigation and real estate. You will manage calendars, prepare documents, and coordinate attorney tasks with strong attention to detail.

Requirements include 2+ years of commercial real estate experience, active Florida notary, and proficiency with Outlook, Word, iManage, Teams, 3E, Excel, Emburse and OneDrive. Some overtime may be required.

Qualifications

• Provide confidential administrative support to legal staff, including specialized support to specific practice areas.
• Prepare documents and correspondence requiring knowledge of legal terminology and formats.
• Maintain calendars, schedule meetings, arrange travel, and coordinate conference rooms.
• Maintain client files and coordinate with Records Department for closing or archiving.
• Enter attorney time in 3E and process expense reports and vendor invoices.

Responsibilities

• Assist with opening new files by submitting conflict searches and New Client/New Case forms in 3E.
• Coordinate with attorneys and paralegals to manage priorities and deadlines.
• Prepare closing documents and review title commitments and financing agreements.
• Order payoffs, estoppels, and municipal lien searches as part of real estate closings.
• Provide overflow typing, filing, photocopying, and support to departments when needed.
• Work with Records, docketing, reception, and marketing teams to ensure smooth operations.

Skills

Notary

Proofreading

Organizational skills

Interpersonal skills

Time management

Tools

3E

Outlook

Word

iManage

Teams

Excel

PowerPoint

Emburse

OneDrive

Job description

ABOUT THE FIRM:

Hahn Loeser is a full-service law firm with more than a century of excellence in serving its clients across a broad range of practice areas in 9 offices across multiple states. We offer our support staff competitive compensation and benefits packages, work/life balance, and meaningful opportunities for growth and advancement.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

“Essential functions” are primarily job duties that must be performed unassisted or with some reasonable accommodation made by the Firm.

• Provide confidential administrative support to legal staff. May provide specific secretarial support to a particular legal practice area, such as Litigation, Intellectual Property, Labor & Employment, Estate Planning, Corporate, Creditors’ Rights, etc.
• Manage and coordinate priorities of multiple attorney/paralegal assignments.
• Prepare documents and correspondence requiring knowledge of legal terminology and document formats, such as contracts, briefs, complaints and motions.
• Maintain electronic calendar for assignments. Make appointments for attorneys, arrange meetings and schedule conference rooms.
• Sort, distribute and prioritize all incoming mail.
• Maintain all client files. Work with Records Department to close files and send off-site.
• Schedule business travel arrangements when necessary.
• Professional phone etiquette to handle incoming calls from clients and other members of the Firm.
• Open new files by submitting conflict searches and creating New Client/New Case forms in 3E.
• Enter attorney and paralegal time into 3E.
• Process expense reports and vendor invoices through Emburse.
• Perform overflow typing, filing, photocopying as time permits and as requested by other attorneys or the Human Resources Department, or the Office Administrators if outside of Cleveland.
• Work closely with other legal assistants and administrative support staff (billing associates, internal services personnel, docket, reception, marketing etc.).
• Prepare and review closing documents, title commitments, financing agreements, and other transaction documents.
• Manage transaction checklists and maintain organized client files.
• Handle post-closing tasks, including recording documents and finalizing title policies.
• Coordinate with clients, lenders, brokers, title companies, and surveyors to ensure smooth closings.
• Order and review title commitments, interface with title companies concerning revisions.
• Experience with document preparation software, such as Altastar, Qualia, and Closer’s Choice.
• Assist with entity formation and drafting of organizational documents.
• Ensure compliance with regulations governing real estate transactions.
• Prepare closing packages and arrange for document execution.
• Order and verify payoffs, estoppels, and municipal lien searches.

KNOWLEDGE, EDUCATION, SKILLS, WORK EXPERIENCE:

• 2+ years of commercial real estate experience required.
• Licensed notary in the state of Florida.
• Proficient knowledge of firm software and hardware including Outlook, Word, iManage, Teams, 3E, Excel, PowerPoint, Emburse, One Drive, telephones and photocopiers.
• Knowledge of legal terminology and procedures.
• Excellent proofreading, grammar and spelling skills a must.
• 3-5 years experience (depending on position, experience level may increase) in a mid to large size law firm.
• Ability to transcribe legal documents and correspondence at a level of 80 wpm.
• Ability to organize and prioritize numerous tasks and complete them under time constraints; strong organizational skills.
• Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of attorneys and staff and provide information with courtesy and tact.
• Work occasionally requires a high level of mental effort when performing a high volume of clerical tasks and performing other essential duties.
• Work may require more than 37.5 hours per week to perform the essential duties of the position; may require irregular hours.

WORKING CONDITIONS:

• Normal office environment with little exposure to excessive noise, dust, temperature and the like.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.