What are the responsibilities and job description for the Legal Assistant position at Hinman Howard & Kattell LLP?
Description
We are seeking a detail-oriented and highly organized Legal Assistant to support attorneys and paralegals in our Syracuse, New York office. This role is responsible for file management, client coordination, document preparation, and post-closing real estate processes. The ideal candidate will be proactive, professional, and comfortable working in a fast-paced law firm environment.
Key Responsibilities
File Management & Administrative Support
- Open and set up new files, including entering contacts, calendaring deadlines, labeling, and preparing files for
- Maintain diary systems and track deadlines for timely follow-up
- Scan and distribute incoming faxes and documents to appropriate team members
- Maintain organized physical and electronic files
- Prepare routine correspondence and form letters
Client & Office Support
- Coordinate and schedule client meetings for attorneys and paralegals
- Maintain and clean conference room areas for client meetings
- Back up/secondary receptionist duties including main phone lines and greeting incoming visitors.
- Witness execution of estate planning documents when required
- Process and forward original estate planning documents in accordance with firm guidelines
Document Preparation
- Assist with preparation and editing of legal documents, including leases and transactional documents
- Assist with redlining and finalizing legal documents
- Organize corporate record books (substantive work performed by attorneys)
Billing & Financial Support
- Enter time and assist with billing processes
- Prepare prebills and manual invoices
- Assist with check requests and expense reimbursements
Real Estate Transaction Support
Pre-Closing
- Prepare bank closing packages using attorney-provided checklists
- Draft and send payoff letters under attorney supervision
Post-Closing
- Maintain post-closing checklists and track outstanding items in ProLaw
- Follow up for final lender policies and distribute accordingly
- Prepare and send final closing documents, including deeds and policies
- Assemble and send recording packages, including checks for recording fees, taxes, and payoffs
- Route completed files to lenders or internal offices as required
Why Join Us?
- Collaborative and professional work environment
- Opportunity to work across multiple practice areas
- Competitive compensation and benefits package
Requirements
Qualifications
- Prior experience in a law firm or legal administrative role preferred (real estate experience a plus)
- Strong organizational skills with attention to detail
- Ability to manage multiple tasks and meet deadlines
- Proficiency with Microsoft Office; experience with legal billing or case management software (e.g., ProLaw) preferred
- Excellent written and verbal communication skills
- Professional demeanor and ability to work collaboratively