Legal Assistant

About the Firm

Hahn Loeser is a full-service law firm with more than a century of excellence in serving its clients across a broad range of practice areas in 9 offices across multiple states. We offer our support staff competitive compensation and benefits packages, work/life balance, and meaningful opportunities for growth and advancement.

Responsibilities

• Provide confidential administrative support to legal staff, including specific secretarial support to a particular legal practice area such as Litigation, Intellectual Property, Labor & Employment, Estate Planning, Corporate, or Creditors’ Rights.
• Manage and coordinate priorities of multiple attorney/paralegal assignments.
• Prepare documents and correspondence requiring knowledge of legal terminology and document formats, such as contracts, briefs, complaints, and motions.
• Maintain electronic calendars, schedule appointments, arrange meetings, and reserve conference rooms.
• Sort, distribute, and prioritize all incoming mail.
• Maintain all client files and coordinate with the Records Department to close files and send them off-site.
• Schedule business travel arrangements as needed.
• Handle incoming calls from clients and other firm members with professional phone etiquette.
• Open new files by submitting conflict searches and creating New Client/New Case forms in 3E.
• Enter attorney and paralegal time into 3E.
• Process expense reports and vendor invoices through Emburse.
• Maintain contact information for assignments.
• Perform overflow typing, filing, and photocopying as requested by attorneys, Human Resources, or Office Administrators.
• Work closely with other legal assistants, administrative support staff, billing associates, internal services personnel, docket, reception, and marketing.
• Prepare and review closing documents, title commitments, financing agreements, and other transaction documents.
• Manage transaction checklists and maintain organized client files.
• Handle post-closing tasks, including recording documents and finalizing title policies.
• Coordinate with clients, lenders, brokers, title companies, and surveyors to ensure smooth closings.
• Order and review title commitments, and interface with title companies concerning revisions.
• Assist with document preparation using software such as Altastar, Qualia, and Closer’s Choice.
• Assist with entity formation and drafting of organizational documents.
• Ensure compliance with regulations governing real estate transactions.
• Prepare closing packages and arrange for document execution.
• Order and verify payoffs, estoppels, and municipal lien searches.
• Answer phones, run conflicts checks, and open new matters.

Requirements

• 2+ years of commercial real estate experience required.
• Licensed notary in the state of Florida.
• Proficient knowledge of firm software and hardware including Outlook, Word, iManage, Teams, 3E, Excel, PowerPoint, Emburse, One Drive, telephones, and photocopiers.
• Knowledge of legal terminology and procedures.
• Excellent proofreading, grammar, and spelling skills.
• 3-5 years of experience in a mid to large-size law firm (experience level may vary by position).
• Ability to transcribe legal documents and correspondence at 80 wpm.
• Strong organizational skills with the ability to prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary to communicate effectively with a diverse group of attorneys and staff.
• Ability to work more than 37.5 hours per week and irregular hours when required to perform essential duties.

Working Conditions

Normal office environment with minimal exposure to excessive noise, dust, or temperature variations.