Senior Legal Administrative Assistant, Real Estate

PHILLIPS LYTLE LLP•Rochester, NY

9d•$26 - $38•Onsite

About The Position

Phillips Lytle, LLP represents lenders that provide funding for single and multifamily affordable housing nationwide. As a Senior Legal Administrative Assistant, you will support real estate transaction process for a successful closing. This role requires working onsite in our newly renovated offices at Innovation Square, in Downtown Rochester, NY.

Requirements

High school diploma required; at least two years of college preferred.
At least two (2) years of experience as a Legal Administrative Assistant is required; prior experience in the assigned practice area(s) is strongly preferred.
Demonstrated knowledge of legal terminology, legal documents, and legal processes in the assigned practice area(s).
Accurate typing at a net speed of at least 60 words per minute preferred.
Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.
Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.
Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.
Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.
Strong organizational skills, basic math skills, and attention to detail.
Initiative, flexibility, resiliency, and a willingness to adapt to change.

Responsibilities

Provide comprehensive administrative support for commercial and residential real estate transactions from pre‑closing through post‑closing.
Prepare and manage signature charts and track execution of transaction documents.
Collect, organize, and collate executed documents to ensure accuracy and completeness.
Scan, copy, and maintain electronic and physical transaction files in accordance with firm procedures.
Prepare and assemble closing binders, including drafting and finalizing closing binder indexes.
Coordinate the posting and distribution of compiled transaction documents to internal and external parties.
Upon receipt of recorded documents, transmit final documentation to lending institutions with updated transmittals.
Maintain and update Transaction Intake Forms and monitor post‑closing missing items to resolution.
Support attorneys and legal team members by ensuring deadlines are met and transaction records are accurate and well-organized.
Under attorney direction, prepare and organize opening or closing of Matters.
Prepares and processes New Matter Intake forms.
Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
Performs other duties as assigned