What are the responsibilities and job description for the Paralegal / Legal Assistant - NYC position at Rad Hires?
Our client is a real estate law firm based in NYC, looking for a Paralegal / Legal Assistant.
NOTE: This role is 100% on-site. They have three offices in NYC: Manhattan, Queens, and the Bronx.
Role Requirements
Make copies of documents, print documents, and request checks for closings.
- Prepare closing statements for attorneys. Read through all shared documents for pertinent information, formatting, calculations, and annexing of documents in the completed closing binder.
- Reading minutes for attorneys.
- Prepare closing documents for transfer agent closings (proprietary lease, coop requirements, consent, bedbugs – occasionally)
- Send out mailings from the Queens office via either Regular, Certified Mail, etc.
- Prepare audit letters – request figures from accounting, confirm information/contents, and send to requesting party. Keep scans & original physical copies of both initial legal request and audit letter for records. Issue edits to audit letters.
- Prepare mailings for various other matters, with accompanying scanning/organizing of mailings, and preparation of/getting notarized affidavits of service. (Certificate of mailing, regular mail, and certified mail, return receipt requested).
- Keep track of returned stamped mailings and scan them in.
- Request new client account numbers. (including communication with attorneys for client information and following up with internal staff re: status of new accounts, including reviewing deal sheets and searching HPD Online for building information)
- Request new B cases. Obtaining approval from attorneys for new case numbers, opening B cases in Emulation, and sending file information to principal attorneys and their secretaries.
- Request new A cases; communication with A division re: same and additional information.
- Request new N cases; communication with N division re: same and additional information.
- Request new H cases; communication with H division re: same and additional information. (Inclusive of multiple follow-ups with attorneys for all required documents).
- Open new F numbers in Emulation and logging of all new F case numbers in shared Excel sheet.
- Call clients for attorneys to set up meetings/calls, confirm receipt of documents/confirm wire instructions, and relay information.
- Input case updates in Emulation for all attorney estate matters
- Starting/maintaining organization and updates on all attorney estate matters throughout their time at BGANG (ongoing). Input estate case (B Case) updates into Emulation.
- Organization and filing of death certificates and estate files.
- File organization (coop room – ongoing project)
- Estate document preparation (authorization letters, death certificate applications, letters to NYC Department of Health)
- Reviewing estate files and reaching out to/ongoing communication with clients/management to obtain decedent information necessary for the preparation of estate documents.
- Use of WebSurrogates to locate and review decedent information.
- Travel to/from Surrogate Court to find decedent records.
- Calls to Public Administrator’s investigator regarding visits to decedent’s units.
- Scanning and organization of various transactional and estate cases
- Confirmation of wire instructions, preparation of incoming/outgoing wire forms, preparation of escrow forms, and preparation of check request forms for attorney's transactional deals.
- Wednesday printouts of documents. Scans of attorney revisions. Occasional revisions of documents.
- Preparation of FedEx mailings for attorneys. Organization of mailing receipts.
- Receive mail for attorneys – scan documents to them and keep records of scans. Communication regarding how to proceed.
- Settle attorneys' accounting/billing matters.
- Answer attorney's phone line, speak to clients/prospective clients, take messages and phone numbers of callers, provide caller/message information.
- Edit documents (PDFs and letters) for attorneys.
- Estate case log updates in Emulation for all estate cases.
- Due diligence for attorneys: read minutes, review financials, review offering plan, and prepare and send questionnaires to management. Ongoing communication with management regarding due diligence items.
- Prepare CDs for bank files on Remmis for attorney bank deals.
- Preparation of petitions on estate cases.
- Manage calendars (Scheduling calls, follow-ups, court appearances, etc.)
- Searching Emulation for client information for attorneys (conflict searches, contact information, etc.)
- Preparation of escrow and incoming wire forms for attorneys, depositing checks into escrow, and setting up wires.
- Communication with attorneys from other departments re: needed items from transactional department attorneys, coordination of same.
- Search attorney's OneDrive for miscellaneous documents needed, sending out templates.
- Communication with process server for various estate matters and status of service; input invoices for payment to process server.
