Administrative Assistant

Responsibilities

• Greet clients and visitors in a professional and courteous manner.
• Answer and direct incoming calls, take messages, and transfer calls as needed.
• Maintain a tidy and welcoming front desk and conference room area.
• Schedule and coordinate consultations, settlements, and calendar events for attorneys and paralegals.
• Match and maintain data in Qualia and Practice Panther.
• Aid in scheduling closings and remote transactions in both English and Spanish.
• Draft and prepare template documents related to real estate and corporate matters for attorney review.
• Collect property and town taxes, HOA fees, and other relevant payments.
• Keep databases updated for state, towns, realtors, lenders, buyers, sellers, and service providers.
• Aid in coordinating real estate transactions and closing checklists.
• Communicate regularly with clients, lenders, agents, and other involved parties.
• Organize and maintain physical and electronic files for real estate and corporate matters.
• Ensure accurate documentation and efficient retrieval of information.
• Aid paralegals in clearing title issues by requesting payoffs and obtaining necessary documents.
• Ensure all settlement packages and checks are ready prior to closing.
• Scan and save post-closing documents and IDs in electronic files.
• Perform general administrative tasks such as making copies, managing correspondence, maintaining billing records, and preparing expense reports or invoices.
• Aid with errands, including document recording, obtaining town stamps, mailing letters, and handling office materials.
• Support attorneys during remote settlements and handle file cancellations and related collections.
• Support data collection, data entry, and billing for business and contract-related matters.
• Collaborate with the marketing team to develop creative ideas for promoting the firm’s services.
• Create engaging content for social media platforms (e.g., Facebook posts, holiday gifts for referral partners).
• Represent the firm at networking events, community gatherings, and industry conferences—serving as a professional and approachable ambassador for the brand.

Qualifications

• Bilingual in Spanish and English (written and verbal) required.
• Experience with Qualia preferred.
• Capacity to work in a fast-paced environment.
• Previous experience in a legal setting or similar administrative role preferred.
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Social, personable demeanor with strong emotional intelligence and resilience.
• Strong professionalism and office etiquette.
• Strong organizational and multitasking skills with excellent attention to detail.
• Professional demeanor and commitment to confidentiality.
• Excellent communication and active listening skills.
• Strong problem-solving abilities with a customer service mindset.
• Ability to remain calm, patient, and professional in challenging situations.
• Collaborative, team-oriented attitude with a desire to serve diverse communities.
• Confidence in engaging diplomatically with clients from varied backgrounds.