Real Estate Practice Assistant

Saul Ewing LLP; Los Angeles (CA); On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Health savings account (HSA)

Flexible spending accounts (FSA)

401(k) retirement savings plan

Paid time off

Year-end discretionary bonuses

Parental leave

Saul Ewing University (learning and–

Family formation benefits

Job summary

Saul Ewing LLP in Los Angeles seeks a Real Estate Practice Assistant to provide administrative support for assigned attorneys, including document creation and editing, filing, client intake, and calendar management.

You will coordinate meetings, process bills and expenses, manage contacts and matter files, handle inquiries, and assist with due diligence and closings as needed. Strong MS Office skills and 5+ years in real estate legal admin preferred.

Qualifications

• High School Diploma or GED.
• 5+ years of legal administrative assistant experience within real estate preferred.
• Experience with document management, time and billing, client matter intake, and e-filing systems preferred.

Responsibilities

• Create and edit complex documents from multiple sources, proofreading for accuracy.
• Coordinate attorney calendars and meetings, including virtual and in-person.
• Open, review, and route mail and deadlines; draft responses when necessary.
• Process client matter intake forms and maintain client/matter files.
• Review attorney bills and prepare transmittal letters to clients.
• Manage CRM contacts and maintain document management system files.

Skills

Microsoft Office

Word

Outlook

Excel

PowerPoint

Typing 60 wpm

Communication skills

Time management

Organizational skills

Education

High School Diploma or GED

Tools

Document management systems

e-filing systems

Time and billing software

Job description

The Real Estate Practice Assistant is responsible for administrative support for assigned attorneys. Duties include creating and editing documents, filing, completing client/matter intake forms, finalizing bills, submitting expenses, entering time, answering incoming calls, coordinating meetings, managing attorney’s contacts, and maintaining calendars.

ESSENTIAL FUNCTIONS AND JOB RESPONSIBILITIES:

• Create and edit complex documents from multiple sources, including correspondence, memos, spreadsheets, and presentations. Proofread and redline work for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and timeliness of final work product.
• Experience in Leasing/Loan Transactions/New Commercial Loans/Refinancing/Acquisitions.
• Ability to generate Closing Binders - customary process as well as CD program.
• Ordering/drafting/tracking documents required by lenders for closings.
• Working with attorneys on due diligence matters.
• Review bills for accuracy and prepare transmittal letters to clients.
• Establish, update and maintain client and internal files, including saving and organizing documents in the firm’s document management system. Retrieve information from files when needed.
• Open and review incoming mail. Notify legal personnel of deadline-sensitive correspondence. Draft written responses when necessary, or reply by phone or email as needed.
• Reconcile and submit attorney expenses.
• Proactively manage attorney calendars, schedule in-person and virtual meetings, and coordinate conferences, meetings, and appointments. Coordination may include restaurant research and booking, ordering of marketing resources, facilitating hospitality and technology needs, travel arrangements, etc.
• Manage incoming and outgoing electronic communications (including telephone, email, and fax), take accurate messages, route appropriately and respond to all inquiries.
• Maintain attorneys’ contacts, including adding contacts to the firm’s CRM system and appropriate mailing lists and working with attorneys to keep contact information updated.
• Process client matter intake forms.
• Make photocopies and scan documents as needed.
• Perform additional administrative tasks as requested, including time entry, managing electronic signatures, maintaining credentials, basic internet research, and tracking and reporting CLE hours.

KNOWLEDGE AND SKILLS REQUIRED:

• Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint.
• Typing skills of 60+ wpm.
• Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative and professionalism.
• The ability to meet deadlines, handle a high volume of work timely and accurately and display strong organizational skills.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Diploma or GED.
• 5+ years of legal administrative assistant experience within real estate preferred.
• Experience with document management, time and billing, client matter intake, and e-filing systems preferred.

ADDITIONAL INFORMATION:

• Individual in this position will provide additional assistance and support as directed by their supervisor.
• This job description is subject to change at any time.

COMPENSATION:

• The pay for this position will be determined based on relevant skills, experience, education, external market data, internal equity, and other job-related factors. The anticipated range for this role is $90k to $100k.

BENEFITS:

Saul Ewing fosters a people first environment and one of the ways this is displayed is through its generous benefits. The firm is committed to offering a wide range of benefits to its benefit eligible employees to achieve wellness in all aspects of life, including:

• Medical, dental, and vision insurance
• Flexible spending accounts (FSA)
• Health savings account (HSA)
• Generous paid time off
• 401(k) retirement savings plan
• Competitive salaries and year-end discretionary bonuses
• Paid leave options, including parental
• Saul Ewing University (learning and development programs taught by the firm’s training department)
• Family formation benefits

Saul Ewing is an Equal Opportunity Employer. We value diversity, seek qualified applicants, and make personnel decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, marital or veteran status, citizenship, gender identity or expression, or any other legally protected status.