Real Estate Legal Assistant

Woods Oviatt Gilman LLP•Rochester, NY

19h•$20 - $30

About The Position

Woods Oviatt Gilman LLP is a leading and reputable full-service law firm dedicated to providing exceptional legal services to our clients. With a team of highly skilled and experienced attorneys, we strive to deliver comprehensive and effective solutions to meet the diverse needs of our clients. Headquarters are located in Rochester, NY, with additional offices in Albany and Buffalo, NY. We foster a collaborative and inclusive work environment where every team member is valued and respected. We encourage open communication, teamwork, and professional growth. Our firm promotes a healthy work-life balance and supports the well-being of our employees. We are currently seeking a Legal Assistant with excellent organizational skills and a keen eye for detail to join our real estate legal team. This position is responsible for supporting attorneys and paralegals by performing a variety of administrative duties, including drafting correspondence, answering phones, and communicating with attorneys and clients. Our ideal candidate is a polished professional who exercises discretion and carries themselves with professionalism.

Requirements

1-3 years prior law firm administrative assistant experience preferred
Working knowledge of Kofax, Microsoft Teams, and Microsoft Office Suite: Outlook, Word, Excel, and PowerPoint
Strong typing, computer, organizational, and administrative skills with meticulous attention to detail
Excellent communication and interpersonal skills
Ability to prioritize workload and independently manage multiple tasks
Must be a team player and use firm resources effectively and efficiently
Must maintain professional contact with attorneys and staff and observe confidentiality of client and firm matters
Type a minimum of 60 wpm

Responsibilities

Assist attorneys with preparing and processing real estate transfer documents, transaction checklists, loan documentation, and closing statements.
Cultivate and maintain an efficient documentation and filing system for real estate/banking files.
Work with abstract companies, municipalities, and clients to obtain required information for closings.
Utilize internet-based resources to gather and synthesize property information.
Obtain copies of recorded documents from various governmental offices where applicable, obtain tax receipts for properties.
Open new files, request conflict of interest checks, and maintain (including indexing and organizing) client and general files.
Prepare correspondence and other legal documents from written or verbal instruction.
Draft various letters to clients based on the specific transaction/matter.
Log attorney's time for billing purposes and work with accounting to generate bills.
Coordinate funding for closings, including processing payment of invoices, and working with accounting to ensure a smooth closing process.
Provide admin support such as setting up meetings, coordinate courier deliveries, sorting and distributing mail, and filing.
Assist with overflow projects/assignments such as filing, photocopying, scanning, and perform other duties as needed upon request by immediate supervisor.