Real Estate Legal Support Specialist (Legal Secretary)

Position Summary

The Real Estate Legal Support Specialist supports a broad range of practice-specific activities including managing day-to-day administrative and strategic initiatives, managing workflow, and preparation of client reports and documents. The role also requires the effective management of the professional responsibilities of the assigned attorneys, including coordination with clients, proactive management of attorney calendars, and responsibility for monthly billing.

Key Responsibilities

• Assisting in the creation, editing, proofreading, and processing of legal documents such as correspondence, memoranda, closing documents and other practice specific documents.
• Preparing closing statements and assisting in the drafting of closing documents.
• Preparing closing disbursements, closing binders and title policies.
• Assisting in drafting opinions, correspondence, memos and other documents.
• Assisting attorneys in complying with client requests and requirements, including client specific billing requirements.
• Managing practice calendars to ensure team operates efficiently.
• Maintaining legal files (both paper & electronic), organizing and orderly filing documents.
• Managing document deliveries and tracking final executed documentation.
• Aiding in overflow work and other projects as needed.
• Collaborating and working with paralegals and other legal support team members as applicable.
• Receiving and evaluating telephone calls for supporting attorneys and conveying messages promptly.
• Opening new matters, drafting engagement letters, making travel arrangements, processing reimbursement expenses, maintaining attorney calendars and other administrative duties.

Qualifications

• Skilled in handling administrative tasks such as travel arrangements, and processing of invoices and expenses.
• Problem-solving skills and ability to prioritize and manage multiple activities.
• Must be a self-starter, organized, able to work with a minimum of supervision.
• Computer proficiency in the Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook.
• Strong attention to detail, organizational skills, and ability to manage time effectively.
• Good interpersonal communication skills, both written and oral.
• Ability to work under pressure to meet deadlines.
• Experience handling real estate transactions and closings.
• Experience coordinating title matters, lien searches and electronic recording (e.g., Simplifile).
• Bachelor’s Degree or equivalent experience is preferred.

Skills & Competencies

• Skilled in handling administrative tasks such as travel arrangements, and processing of invoices and expenses.
• Problem-solving skills and ability to prioritize and manage multiple activities.
• Must be a self-starter, organized, able to work with a minimum of supervision.
• Computer proficiency in the Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook.
• Strong attention to detail, organizational skills, and ability to manage time effectively.
• Good interpersonal communication skills, both written and oral.
• Ability to work under pressure to meet deadlines.

Education & Prior Experience

• Bachelor’s Degree or equivalent experience is preferred.
• The ideal candidate will have two or more years of experience working in a medium-to-large law firm in the firm’s Real Estate department.

Technology Proficiency

• Windows-based software and Microsoft Word, Excel and Outlook required.

Benefits

• Competitive compensation.
• Excellent benefits package.
• Opportunity to work within an innovative and collaborative environment.

Pay

• Details about pay are not specified.

Schedule

• The role is based in the Philadelphia office on a hybrid basis.
• Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Equal Opportunity Employer

Greenberg Traurig is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.