Real Estate Construction Project Assistant

Position Summary

The Project Assistant provides support primarily to paralegals and legal support specialists within the Construction Real Estate Practice Group, with indirect support to attorneys. This role focuses on document management, transaction coordination, and administrative support, particularly in construction-related real estate and litigation matters.

Key Responsibilities

• Manages the storage and organization of documents in iManage in collaboration with the legal team.
• Reviews and documents daily correspondence scanned by the Office Services team in iManage.
• Maintains case and transaction-related document databases pursuant to department standards; updates physical files as necessary.
• Affords assistance in organizing and maintaining files in the transaction and closing "war room" for real estate construction projects.
• Prepares and organizes closing binders and due diligence materials for real estate transactions.
• Affords assistance in tracking and maintaining project timelines, contracts, permits, and regulatory compliance documentation.
• Collaborates with external vendors, couriers, and government offices to ensure timely filing and delivery of required documents.
• Acts as a runner for time-sensitive tasks, including the procurement of checks for Notices of Bond and Notices of Commencement, often coordinating with couriers to meet deadlines.
• Works with extranet sites, downloading and storing data using established naming conventions.
• Creates indices of documents per provided examples.
• Provides clerical support to paralegals, including assistance with binder preparation and administrative tasks.
• Affords assistance with legal and administrative projects, department duties, and special projects as assigned.
• Proficient in creating PowerPoint presentations and Excel spreadsheets to support project tracking and presentations.
• Uses Microsoft Office Suite and other firm software applications to complete tasks efficiently.
• Uses advanced proficiency with Windows-based software and Microsoft Word, Excel, Outlook, and PowerPoint.
• Exhibits experience with Adobe Acrobat and document management systems such as iManage.
• Shows exceptional ability to learn new software applications quickly.
• Understands AI capabilities, limitations, and responsible use in a professional environment.
• Showcases understanding of, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Qualifications

• Strong critical thinking, research, and analytical skills, with the ability to summarize issues clearly in writing.
• Highly organized with excellent attention to detail.
• Strong interpersonal skills with the ability to establish and maintain effective working relationships across all levels of the organization.
• Self-starter who can work independently with minimal supervision.
• Ability to manage multiple priorities and work under pressure to meet strict deadlines.
• Professional demeanor, communication skills (written and verbal), and presentation.
• Systems-oriented mindset with the ability to maintain and create processes for efficient workflow.

Education & Prior Experience

• Bachelor’s Degree or equivalent experience preferred.
• Prior real estate or litigation-related legal experience preferred.