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Legal Assistant – Real Estate

Join our Real Estate Practice Group as a Legal Assistant working with the managing attorney of the practice group and play a crucial role in providing top-notch legal administrative work while ensuring the delivery of excellent client service. You will work directly with the practice group chair on complex real estate transactions. This position requires handling various responsibilities, including prioritizing and managing multiple tasks, communicating professionally with clients and colleagues, and collaborating with different firm-wide departments. We want to hear from you if you have experience and thrive in a fast-paced environment. Your contributions will include opening new matters and cases, conducting conflict checks, managing billing, and overseeing records.

As a Real Estate Legal Assistant at Jones Foster, here is what you will do:

  • Experience in commercial real estate transactions, including, but not limited to Purchase and Sale Agreements and Leasing.
  • Skilled in preparing, proofreading, and redlining legal documents.
  • Process monthly client billing (paper and electronic billing). Review prebills for accuracy and completeness. Input necessary edits to timekeeper narratives.
  • Possess a working knowledge of Microsoft Office, including extensive knowledge of Outlook, Word, and Excel.
  • Consistently deliver outstanding client service and quality.
  • Experience providing administrative support to attorneys, with a sustained record of high-quality work from inception to resolution, including, but not limited to, the ability to manage multiple tasks promptly.
  • Effective verbal and written communication skills; excellent proofreading skills.
  • Responsibilities will include: opening new matters and generating client conflict checks; arranging for payment of invoices; application of checks to appropriate client/matter numbers; prompt preparation of attorney’s expense reports; scheduling and maintenance of attorney’s calendars; organization of materials received in various formats; process incoming and outgoing mail and other correspondence; answer, screen, direct, and place telephone calls and emails; arrange video conferencing and schedule internal and external conference calls with clients; promptly respond to client requests and internal communications professionally, and work with the team to resolve issues as appropriate; maintain attorney’s files (paper and electronic).
  • Must possess the ability and willingness to maximize productivity and promote teamwork, assume responsibility for maintaining the highest level of confidentiality of all firm and client information, records, and files, and adhere to the Firm’s standards regarding attendance, punctuality, dress code, and professionalism.

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

  • 5+ years of law firm experience preferred.
  • Commercial Real Estate (transactional) required
  • Excellent grammar, spelling, punctuation, and communication skills.
  • Attention to detail and good organizational and analytical skills.
  • Ability to deal well with changing assignments and priorities.
  • Ability to work in a fast-paced environment.
  • Experience working with law firm case management and billing software is a plus (iManage and Coyote).
  • Flexible for overtime, as needed.

Here is what you get working at Jones Foster:

Jones Foster provides a 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 Real Estate department loves working together and is looking for the next great addition to the team. Interested candidates should submit their resume and salary requirements in confidence to Tammy Anton 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 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