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Department Assisant - Administration

At Jones Foster, we boast a century of collective experience shaped by the contributions of our attorneys, staff, clients, and community. This legacy drives who we are today. If you are an ambitious Administrative Assistant eager to join a thriving organization, we invite you to explore the possibility of becoming a valued member of our administrative team in West Palm Beach.

In this vital role, you will be a proactive problem solver with outstanding communication abilities and a sharp eye for detail. Your background should include experience in an office setting, adeptly performing administrative tasks while supporting managers, finance/accounting teams, and other administrative personnel. Given our dynamic workplace, your flexibility and reliability will be essential, along with a strong commitment to confidentiality. Join us and be part of a team that values growth, dedication, and excellence!

As an Administrative Assistant at Jones Foster, here is what you will do:

  • Manages the Executive Director’s calendar, including scheduling internal and external meetings. Coordinate complex scheduling and calendar management, as well as content and flow of information to Board of Directors.
  • Create and update internal policies and processes that support administration and coordinate internal and external resources to expedite workflows.
  • Manage communication with employees on assigned projects and tasks.
  • Plan and organize work to ensure that Executive Director’s priorities are met, organizational goals are achieved, and best practices are upheld.
  • Provide administrative and office support, such as document drafting, spreadsheet creation, answers phone calls and takes detailed messages.
  • Support the Admin. Team with projects as assigned and provide support to ensure that firm goals and objectives are accomplished and that operations run efficiently.
  • Assist in planning on-site events.

The following is a list of some of the important things we would like to see in a candidate:

  • Minimum of two (2) years’ experience in an administrative role reporting directly to upper management.
  • Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
  • Ability to maintain confidentiality and exercise discretion and good judgment.
  • Proficient in multifunction word-processing software including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and PDF programs) or related software.
  • Aptitude for learning new software and systems.
  • Flexible team player, willing to adapt to changes and unafraid of challenges.
  • Contributes to administrative team effort by accomplishing related results as needed.
  • Excellent verbal and written communication skills.
  • Outstanding interpersonal and employee relations skills.
  • Exceptional organizational skills with a proven ability to meet deadlines.
  • Creative and proactive approach to problem solving.
  • Demonstrated ability to grasp and implement new concepts quickly.
  • Ability to function well in a high-paced and, at times, stressful environment.
  • Ability to work independently and as a team.

Jones Foster provides a fun, team-oriented working environment with a competitive salary and outstanding benefits. Staff gatherings and other events during the year make Jones Foster a great place to belong. Our administrative team loves working together and is looking for the next great addition to the team. Candidates should submit a resume and must include salary requirements in confidence to Tammy Anton, Human Resources Manager at tanton@jonesfoster.com. EOE

Paralegal - Real Estate

Jones Foster is seeking an experienced Real Estate Paralegal to join our team in the West Palm Beach office. The successful candidate will have strong attention to detail, excellent verbal and written communication skills, and possess a strong work ethic. This full-time position requires strong experience in commercial and residential real estate transactions.

Responsibilities include but are not limited to:

  • Coordinate commercial and residential real estate transaction closings, including maintaining closing checklist, preparation and distribution of signature page packages, preparation and review of settlement statements, and coordination with various transaction parties as required.
  • Assist with preparation and review of commercial and residential real estate purchase and sale closing documents.
  • Assist with the preparation and review of loan documents (including UCC Financing Statements).
  • Order and review title commitments and survey, review same, prepare title, and survey objection letters and title/survey memoranda, and prepare escrow closing letters.
  • Order and/or collect other typical legal due diligence items for sale and loan transactions, including zoning/governmental compliance letters, UCC/judgment searches, entity authority documents, good standing certificates, and estoppel letters from lienholders, tenants, and other parties to a declaration, easements, and similar agreements.
  • Order, review, and abstract UCC/judgment/lien search results.
  • Obtain and review zoning reports and conduct related zoning analyses.
  • Prepare consents, resolutions, and other basic corporate documents.
  • Handle or coordinate filing/recording documents using Double Time.
  • Prepare closing binders and handle post-closing matters.
  • Meet with attorneys, clients, and other professionals to discuss assigned cases or projects.
  • Develop and maintain records regarding billable hours spent on specific cases.
  • Perform other related duties as assigned.

Required Skills/Abilities:

  • Exceptional verbal and written communication skills.
  • Must be highly organized and detail-oriented
  • Knowledge of legal terminology and real property law.
  • Understanding of legal language and principles, research methods, court pleadings and processes, and other related matters.
  • Ability to perform tasks utilizing legal office software such as document management and billing software. Experience in Coyote is a plus.
  • Full proficiency with advanced, multifunction word processing software including Microsoft  Office Suite (Word, Excel, Outlook, PowerPoint, and PDF programs) and proficiency in Double Time and iManage.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills with a proven ability to meet deadlines
  • Strong analytical and problem-solving skills.
  • Ability to function well in a high-paced and at times stressful environment.
  • Ability to maintain confidentiality and exercise discretion and good judgment.
  • Ability to work independently.

Education and Experience:

  • Bachelor's degree in paralegal studies or an American Bar Association (ABA) approved paralegal educational program or a four-year degree and a paralegal certificate with a real estate focus from an ABA-certified program are preferred.
  • Demonstrated solid knowledge in one or more areas of law and its processes.
  • Extensive knowledge of real estate documents, contracts, applications, and submissions.
  • Minimum five (5) years of prior paralegal experience, specifically in commercial and residential real estate.

Relevant experience and/or education may be substituted for the recommended minimum qualifications.

Jones Foster provides a team-oriented working environment with a competitive salary and outstanding benefits. Candidates should submit their resume and must include salary requirements in confidence to Tammy Anton, Human Resources Manager at tanton@jonesfoster.com. EOE