Real Estate Legal Assistant

ABOUT THE JOB

ABOUT THE FIRM: Hahn Loeser is a full-service law firm with more than a century of excellence in serving its clients across a broad range of practice areas in 9 offices across multiple states. We offer our support staff competitive compensation and benefits packages, work/life balance, and meaningful opportunities for growth and advancement.

SUMMARY: This individual is under the direct supervision of the Director of Human Resources or the Office Administrator, for those outside of Cleveland. The individual in this position will follow established policies and procedures, performing a wide variety of legal assistant duties for those attorneys and paralegals to which assigned. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters. This is a non-exempt position and the individual is eligible for overtime pay.

ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that must be performed unassisted or with some reasonable accommodation made by the Firm.

• Provide confidential administrative support to legal staff. May provide specific secretarial support to a particular legal practice area, such as Litigation, Intellectual Property, Labor & Employment, Estate Planning, Corporate, Creditors’ Rights, etc.
• Manage and coordinate priorities of multiple attorney/paralegal assignments.
• Prepare documents and correspondence requiring knowledge of legal terminology and document formats, such as contracts, briefs, complaints and motions.
• Maintain electronic calendar for assignments. Make appointments for attorneys, arrange meetings and schedule conference rooms.
• Sort, distribute and prioritize all incoming mail.
• Maintain all client files. Work with Records Department to close files and send off-site.
• Schedule business travel arrangements when necessary.
• Professional phone etiquette to handle incoming calls from clients and other members of the Firm.
• Open new files by submitting conflict searches and creating New Client/New Case forms in 3E.
• Enter attorney and paralegal time into 3E.
• Process expense reports and vendor invoices through Emburse.
• Maintain contact information for assignments.
• Perform overflow typing, filing, photocopying as time permits and as requested by other attorneys or the Human Resources Department, or the Office Administrators if outside of Cleveland.
• Work closely with other legal assistants and administrative support staff (billing associates, internal services personnel, docket, reception, marketing etc.).
• Assist attorneys with residential and commercial real estate transactions
• Prepare, review, and organize closing documents
• Coordinate with lenders, title companies, realtors, and clients
• Manage deadlines, calendars, and transaction checklists
• Conduct title searches and review title commitments
• Draft correspondence, memos, and routine legal documents
• Maintain accurate digital and physical files
• Support attorneys with administrative tasks as needed

KNOWLEDGE, EDUCATION, SKILLS, WORK EXPERIENCE:

• Proficient knowledge of firm software and hardware including Outlook, Word, iManage, Teams, 3E, Excel, PowerPoint, Emburse, One Drive, Closers Choice, telephones and photocopiers.
• Knowledge of legal terminology and procedures.
• Excellent proofreading, grammar and spelling skills a must.
• 5-8 years experience (depending on position, experience level may increase) in a mid to large size law firm.
• Ability to transcribe legal documents and correspondence at a level of 80 wpm.
• Ability to organize and prioritize numerous tasks and complete them under time constraints; strong organizational skills.
• Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of attorneys and staff and provide information with courtesy and tact.
• Work occasionally requires a high level of mental effort when performing a high volume of clerical tasks and performing other essential duties.
• Work may require more than 37.5 hours per week to perform the essential duties of the position; may require irregular hours.

WORKING CONDITIONS:

• Normal office environment with little exposure to excessive noise, dust, temperature and the like.

Equal Opportunity Statement: Hahn Loeser is committed to fostering an inclusive work environment free from barriers and bias, where diverse perspectives and talents are valued. We are an equal opportunity employer and do not discriminate or tolerate harassment based on race, color, national origin, religion, age, sex, disability, citizenship, marital status, sexual orientation, or any other characteristic protected by law.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.