Job Details
Portland, ME based law firm is seeking a Legal Administrative Assistant to perform a variety of administrative and secretarial duties in support of attorneys, paralegals and other support staff members in the Real Estate practice group. Key job responsibilities include: setting up all new matter reports, performing conflict checks, providing back-up billing assistance, handling and processing order invoices, print and copy jobs, conference room reservations and meeting coordination, file room upkeep and organization, stocking and maintaining supplies in attorney work area, drafting deeds/ancillary loan documents, filing all UCC statements, uploading closing binder cd's/sending out all closing binder to cd's; original documents to clients, requesting discharges/other documents for title defects, calling tax collector/assessor offices for closings, locating title policies, finding deeds/mortgages as needed, sending overnight mail items, arranging for courier pick-ups and hand deliveries, answering the phone, sending out original documents to lenders.
General Position Responsibilities:
Collect appropriate information/data related to opening new matter reports for incoming work.
Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
Proofread and edit documents for grammatical, typographical, and spelling errors. Finalize and distribute to clients, attorneys, and staff. Ensure deadlines are anticipated and met.
Receive, screen and route incoming telephone calls, conference calls and messages to attorneys, clients, and staff promptly. Assist callers as appropriate in attorney's absence. Refer callers to other attorneys and respond to inquiries when appropriate.
Sort, date stamp and distribute incoming and outgoing mail promptly upon receipt several times a day. Open and review materials as directed.
Transcribe and edit correspondence, documents, memoranda, and project work in the production of legal documents. Carry out instructions from tapes, verbal and/or handwritten materials. Compose routine correspondence for attorney signature.
Coordinate conferences, meetings and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel and car reservations for attorney and clients.
Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
Set up, organize, and maintain firm files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files or finish files as appropriate.
Perform a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.
Work collaboratively with others across the firm to meet the needs of attorneys across the firm.
Follow up on requests made by attorneys, paralegals, and clients.
Download and save diligence materials from various dropbox and other web related site.
Initial drafts of conveyance documents/redlines
Prepare final versions of conveyance and loan documents.
Draft closing binders/work directly with clients to provide miscellaneous documents/closing binders.
Filing UCC statements.
Sending out original documents to lenders.
Knowledge, Skills and Abilities Required
Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys, and co-workers.
Demonstrated ability to be a team player. A can-do attitude and strong problem-solving skills.
Strong technical aptitude. Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint and databases.
Excellent written and oral communication skills.
Ability to pay close attention to detail to ensure the highest quality work product for the client.
Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
Knowledge of general office or law office policies and procedures which enable the production of thorough and accurate results with minimal supervision.
Ability to learn quickly and adapt to changing computer applications.
Ability to proofread typed materials for contextual grammatical, typographical and spelling errors.
Proficiency with office equipment, including printers, copiers, faxes, transcription machines, label makers, etc.