Real Estate Practice Assistant

Commercial Real Estate Practice Assistant

High-profile, global law firm is seeking a Commercial Real Estate Practice Assistant to provide high-quality administrative support to a group of attorneys and professionals in a team environment, effectively and efficiently meeting firm/client needs for their Dallas office. The Practice Assistant is currently a hybrid role with designated days required to be in the office, which may change depending on future needs of the firm or industry standards.

$80,000.00/yr - $95,000.00/yr

• Communicate effectively and professionally with clients, attorneys, and co-workers via email, telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate attorneys or staff member; arrange conference calls and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate attorney.
• Schedule domestic and foreign travel through firm travel system, including flights, hotels, and/or car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, etc.; provide guidance to attorneys to ensure completed forms are prepared and submitted properly.
• Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost‑effective practices.
• Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate.
• Enter and manage work requests from attorneys in the firm’s workflow tool and complete according to provided deadlines.
• Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT help desk, document services, accounting, billing, and records.
• Perform all file maintenance, including saving documents to the document management system.
• Assist attorneys with time entry, billing, and collections, as needed.
• Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner. Produce a high volume of work assignments in an accurate and timely manner.
• Perform clerical duties for non-legal departments, as needed.
• Special projects and duties as assigned.

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
• Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Ability to work effectively with others.
• Effective and professional interpersonal and communication skills.
• Must write clearly and professionally, with excellent proofing skills.
• Strong work ethic with ability and commitment to maintain confidentiality.
• Experience with creating signature page checklists and signature packets.
• Experience with maintaining digital electronic files of executed Lease files (Lease, Amendments, SNDAs, Estoppels, Liens, Notices) or Closing Documents.
• Understand how to create and assemble Closing Binders for Acquisition/Sale/Loan transactions from an index or party list to final digital file as subfolder and share with client.
• Ability to edit PDF documents by inserting dates, fill in blanks, replace PDF pages of PDF documents.
• Familiar with Commercial Real Estate Terminology and tasks.
• 5-10 years of experience supporting attorneys and paralegals with administrative or client-related tasks preferred.
• The firm provides an excellent benefit package to include comprehensive medical, dental and vision plans, 401(k), parking, paid overtime, etc.
• This is a hybrid position 4 in office and 1 work from home after first 30 days for training.

• Medical insurance
• Vision insurance
• 401(k)
• Disability insurance

Mid-Senior level

Full-time

Legal