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Legal Administrative Assistant - Commercial Real Estate - Parsippany, NJ

Position Summary:

Supports attorneys through the performance of complex secretarial and administrative duties requiring knowledge of legal terminology and the legal process, including the knowledge of court filing requirements. This position requires exceptional secretarial and administrative skills, excellent organizational, client service and communication skills (both written and oral), and the ability to multi-task while also adapting to changes in deadlines and changes in the nature of the assignment. Proficient in Microsoft Office XP Suite (Word XP, Excel XP and Outlook XP), InterAction, DTE, iManage, CMS (Quicklook and Billing), PDF scanning, Internet research; and ability to learn and use advanced software applications. 

Responsibilities:

The following are duties and responsibilities representative of this position and are not intended to be inclusive:

  • Type, format, retrieve, revise, combine, edit, spell-check, proofread, print and save a variety of moderate to complex documents and/or correspondence from handwritten copy, hard (typewritten) copy or transcription machine (dictation) while consistently producing an exceptional work product with a high degree of accuracy
  • Prepare, compose and assemble documentation into proper legal format from established departmental procedures and/or general instruction ensuring the proper inclusion of correct attachments, exhibits and enclosures
  • Prepare and edit HUD statements
  • Prepare and finalize closing binders
  • Assist with special projects and other duties as required
  • Daily entry and/or release of timekeeper’s time entries
  • Edit billing narratives and review final billing statements
  • Manage administrative aspects of client/matter intake including conflicts check, prepare new client/matter memo(s), engagement letters and communicate client billing standards and requirements to appropriate individuals
  • Establish/organize/maintain client, departmental and administrative files; properly and electronically file documents, emails and correspondence 
  • Answer, screen and forward telephone calls, and assist and provide information, as appropriate
  • Schedule and coordinate conference calls, meetings, travel and appointments 
  • Receive, sort and distribute incoming mail 
  • Anticipate the needs of the timekeepers to enable them to focus on client/firm related matters
  • Administratively support and re-direct client/firm needs during timekeepers absence
  • Delegate work to firm resources to effectively complete work assignments
  • Proactively manage administrative information required of timekeepers, including recording and maintaining timekeepers’ calendar and contacts and entering activities and other relevant information in the Firm’s contact management database system (InterAction) 
  • Conduct internet research 
  • Understands firm structure and resources and familiarize new attorneys and staff with same
  • Support other timekeepers and legal administrative assistants when required to accomplish firm priorities 
  • Adheres and fully understands the firm’s policies and procedures
  • Review firm’s portal notices and new matters daily

Qualifications/Requirements:

  • Minimum five years of legal secretarial experience
  • Paralegal Certificate or college degree
  • Strong typing skills with accuracy (minimum 55 wpm)
  • Thorough knowledge of legal terminology, documents and procedures, particularly related to real estate and environmental work
  • Advanced word processing abilities (use of styles, scanning, sophisticated mail merges, compare documents, pagination, inserts of headers and footers and create tables) 
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
  • Ability to support multiple timekeepers in a fast paced, changing environment 
  • Ability to work independently, with minimum supervision while also contributing to a team
  • Flexibility to work overtime/weekends, as deadlines require
  • Ability to maintain concentration in a shared working environment
  • Excellent verbal, written, organization, analytical and interpersonal skills 
  • Strong customer service and decision-making skills
  • Good understanding of basic business relationships and client confidentiality principles
  • Demonstrates a high degree of professionalism, discretion and decorum 
  • Seeks training and advanced education to improve skills 
  • Punctual and reliable