Real Estate Practice Assistant

Overview A leading law firm is seeking an experienced Real Estate Practice Assistant to provide comprehensive administrative and transactional support to attorneys within a busy real estate practice. This role supports attorneys handling commercial real estate matters such as leasing, loan transactions, refinancing, acquisitions, and other property-related transactions. The Real Estate Practice Assistant is responsible for preparing legal documents, coordinating transaction logistics, managing client communications, and supporting closing processes. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while delivering exceptional service in a fast-paced legal environment. Responsibilities Real Estate Transaction Support Provide administrative and transactional support to attorneys handling commercial real estate matters, including leasing, loan transactions, new commercial loans, refinancing, and acquisitions. Assist with due diligence processes, including organizing documentation and coordinating with attorneys and external parties. Order, draft, and track documentation required by lenders for real estate closings. Prepare and assemble closing binders using traditional and electronic closing binder systems. Document Preparation & Management Create, edit, format, and finalize complex documents including correspondence, memoranda, spreadsheets, and presentations. Proofread and redline documents for grammar, formatting, and accuracy. Maintain and organize client and matter files within the firm's document management system. Retrieve and organize documents and records as needed. Client & Matter Administration Process client and matter intake forms and maintain accurate matter records. Review client bills for accuracy and prepare transmittal letters. Enter attorney time entries and ensure compliance with client billing requirements. Reconcile and submit attorney expense reports. Calendar & Communication Management Manage attorney calendars and coordinate meetings, calls, and appointments. Arrange travel and coordinate logistics for meetings, conferences, and client events. Manage incoming and outgoing communications, including phone calls, email correspondence, and message routing. Maintain attorney contact lists and update records within the firm's CRM system. General Administrative Support Review and distribute incoming mail and notify attorneys of time-sensitive matters. Manage electronic signatures and assist with document execution. Track attorney credentials and continuing legal education (CLE) requirements. Perform scanning, copying, and general administrative support tasks. Conduct basic internet research and assist with additional projects as needed. Requirements Education & Experience High School Diploma or GED required. 5+ years of legal administrative or practice assistant experience, preferably supporting real estate or transactional practices. Experience supporting commercial real estate transactions or corporate transactional work preferred. Experience with document management systems, time and billing software, client matter intake systems, and e-filing platforms preferred. Skills & Competencies Advanced proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint). Typing speed of 60+ words per minute. Strong attention to detail and organizational skills. Excellent written and verbal communication skills. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong client service orientation and professional demeanor. Ability to work independently while collaborating effectively with attorneys and team members. Demonstrated initiative, reliability, and sound judgment.

Created: 2026-03-06