Legal Administrative Assistant - Real Estate & Public Finance

ESSENTIAL DUTIES & RESPONSIBILITIES

• Assist with drafting, organizing, and managing documents related to real estate transactions, including escrow instructions, title and survey review, entity formations, UCC searches, local transfer requirements, and due diligence materials.
• Draft closing documents, agreements, third-party consents, schedules, and exhibits.
• Support public finance transactions by preparing and organizing orders, certificates, notices, affidavits, bond documents, and related materials.
• Assemble transcripts for submission to the Texas Attorney General's Office and assist with preparation of closing transcripts and bond closing materials.
• Maintain transaction files and organize supporting documentation throughout the transaction lifecycle.
• Prepare, proofread, and format legal documents, correspondence, presentations, and other materials.
• Aid in timesheet entry, prebill review, billing revisions, and client billing processes.
• Review vendor invoices for accuracy and prepare check requests for payment processing.
• Open new matters and submit conflict requests.
• Maintain accurate client intake documentation.
• Cook up attorney calendars, deadlines, meetings, appointments, and travel arrangements.
• Monitor deadlines and proactively follow up on client and transaction-related activities.
• Cook up logistics for meetings, closings, training programs, presentations, and business development activities.
• Anticipate attorney needs and assist with workflow management to improve efficiency.
• Maintain and organize hard-copy and electronic files.
• Profile and manage documents and email correspondence within the Firm's document management system.
• Ensure proper storage, organization, and retrieval of legal records and transaction documents.
• Maintain client files, notebooks, and transaction records.
• Provide professional customer service to clients, vendors, attorneys, and internal stakeholders.
• Support assigned attorneys while providing backup assistance to other team members as needed.
• Collaborate effectively in a team-oriented environment.
• Perform overflow assistance and additional administrative duties as assigned.
• Perform additional administrative and clerical duties as assigned.

QUALIFICATIONS

• A high school diploma or GED is required; a bachelor's degree is preferred.
• A minimum of 3–5 years of legal administrative support experience within a Real Estate practice is required.
• Prior Public Finance experience is preferred.
• Prior law firm or professional services experience is preferred.
• Knowledge of legal terminology, legal documentation, and legal processes related to Real Estate and Public Finance matters is required.
• A strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.
• An experience with document management systems (iManage preferred) is preferred.
• An experience with time entry, billing systems, and database software is preferred.
• A strong organizational, communication, proofreading, and time management skills are required.
• The ability to manage multiple priorities and deadlines in a fast-paced environment is required.
• A strong attention to detail and customer service orientation are required.
• The ability to maintain confidentiality and exercise discretion is required.