Practice Assistant - Real Estate (Hybrid)

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

This position is based in our Dallas office.

General Description:

We are seeking a Practice Assistant to join our team. Practice Assistants provide high-quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs. The practice assistant position 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.

Key Responsibilities and Essential Job Functions:

• Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer 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 lawyer/professional.

• 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, and other required documents; provide guidance to lawyers 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 lawyers in the Firm’s workflow tool and complete according to provided deadline(s).

• 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 lawyers with time entry, billing, and collection, 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.

Required Skills:

• 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 effectively work well with others.

• Effective and professional interpersonal and communication skills.

• Ability to 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.

Required Qualifications