Legal Administrator

About the role

Eagle Rock Properties, headquartered in New York, is a full-service real estate firm offering investment management, property management, and construction management services. With a team of over 275 professionals, we specialize in rental apartment communities across the Northeast and Mid-Atlantic regions of the United States. Under the leadership of our executives, who have owned and managed properties for more than 30 years, Eagle Rock Properties has emerged as a pioneering force in the industry.

The Legal Administrator supports the organization’s legal, collections, and compliance functions across its multifamily portfolio. This position serves as a key administrative liaison between property management teams, Corporate Operations, residents, and outside legal counsel. The Legal Administrator is responsible for coordinating landlord-tenant legal matters, preparing and maintaining documentation required for legal filings, tracking active cases, assisting with resident collection efforts, and ensuring matters are escalated and processed accurately and timely. This role does not provide legal advice but plays an integral role in ensuring legal and collection processes are organized, documented, compliant, and progressing appropriately.

Responsibilities

Legal Administration & Filing:

• Coordinate the preparation and submission of documentation required for landlord-tenant legal proceedings, including nonpayment and other lease-enforcement matters.
• Gather and review resident ledgers, leases, notices, payment histories, correspondence, account documentation, and other supporting materials required for legal referrals.
• Prepare legal referral packages for outside counsel and ensure required documentation is complete prior to submission.
• Coordinate service, filing, and documentation requirements with property teams and outside counsel.
• Maintain organized electronic records of legal notices, filings, court documents, judgments, stipulations, warrants, and related correspondence.
• Track active legal matters from initial referral through resolution.
• Monitor court dates, filing deadlines, attorney requests, payment agreements, and other case milestones.
• Follow up with attorneys and property teams regarding outstanding documentation or required actions.
• Update internal systems and legal trackers to accurately reflect current case status.
• Assist with invoice review and administrative tracking of legal expenses.

Collections & Resident Outreach:

• Conduct outbound collection calls and follow-up communications with residents regarding delinquent balances.
• Discuss outstanding account balances, payment expectations, and available company-approved resolution options.
• Document all collection attempts, resident communications, commitments, disputes, and payment arrangements.
• Follow up on broken payment promises and unresolved delinquent balances.
• Coordinate with property teams regarding delinquency status and recommended next steps.
• Identify accounts requiring escalation to legal proceedings or outside collection agencies in accordance with company policy.
• Assist with pre-legal collection efforts designed to resolve balances before formal legal action becomes necessary.
• Maintain professional and respectful communication with residents while consistently enforcing company policies and lease obligations.

Legal & Collections Tracking:

• Maintain portfolio-wide legal and delinquency trackers.
• Monitor aging balances and identify accounts requiring immediate attention.
• Track accounts through stages such as collection outreach, notice, attorney referral, court filing, judgment, eviction, payment plan, settlement, or resolution.
• Produce regular reporting regarding active legal cases, delinquency, collection activity, recoveries, and case aging.
• Follow up with properties regarding cases that have stalled or require additional action.