Real Estate Assistant

Job Summary

The Real Estate Assistant provides high level administrative and project support to attorneys in real estate, zoning, land use, development, entitlement, and due diligence matters. Responsibilities include document preparation, calendar and file management, client support, and the preparation of entitlement application materials.

This position is highly detailed and organization intensive and requires the ability to manage multiple projects and deadlines simultaneously while maintaining exceptional client service.

Essential Duties and Responsibilities

• Answers electronic communications and phone calls, and directs them to appropriate parties or takes messages.
• Greets visitors and directs them to the appropriate person or department.
• Files documents, records and reports (both paper and electronic copies may be required).
• Opens, sorts, distributes, and saves incoming correspondence, including faxes and emails.
• Maintains calendars of meetings, reminding attorneys of responsibilities in advance of commitments.
• Maintains client, service, and announcement lists.
• Performs computerized conflicts checks as required.
• Checks attorney out-box periodically throughout the day and processes materials appropriately.
• Maintains tickler system and follows up on requests made by attorneys and legal assistants.
• Drafts correspondence or other documents at attorney request.
• Prepares reports, memos, letters and other documents using word processing, spreadsheet, database, or presentation software.
• Transcribes tapes and revises hardcopy materials generated by assigned attorneys or others in the Firm as requested.
• Proofreads all documents (both draft and final) to ensure accuracy of copy, grammar, spelling, punctuation and syntax as well as conformance to Firm formats.
• Coordinates legal work through editing, communications and messenger services for the prompt production and delivery of documents.
• Coordinates and supervises mass mailings, including filings with state and federal courts and agencies.
• Organizes final documents, coordinates preparation of bound volumes including indices, and confirms all documents have been properly executed.
• Verifies tasks are completed and checked for accuracy (duplicating, facsimile, hand-deliveries, etc.).
• Prepares correspondence, memoranda, and e-mails for attorney review.
• Coordinates conferences, meetings and appointments for attorneys and clients - including conference room scheduling, meals and preparation of materials. If Office Services is unavailable for meeting set up and clean up, the Real Estate Assistant is responsible for these duties.
• Processes reimbursement requests and obtains petty cash as required.
• Reconciles monthly bills for assigned attorneys/paralegals.
• Maintains client/matter lists, mailing lists for holiday cards/Firm functions/open houses and makes necessary corrections, additions, and deletions to these lists.
• Arranges for secretarial assistance when out of the office or unable to complete assigned projects.
• Sets up and maintains client, work, chronological and personal files.
• Inputs, proofs, and edits attorney or paralegal time records through timesheet entry system.
• Prepares and proofs attorney bills prior to attorney approval.
• Is responsible for case management under direction of attorney.
• Is a Notary Public for the Commonwealth of Virginia (Firm pays all associated costs). Notarizes documents for any attorney or client as needed and maintains required notarial journal.
• Conduct real estate, zoning history, aerial mapping and photography, assessment and land use research.
• Compile entitlement and development applications. Help establish and monitor project timelines, goals and objectives.
• Assist with preparation of PowerPoint presentations to local government boards, staff, Commissions, governing bodies, citizen and community groups, outside agencies and other public groups.
• Draft and review documents for form and completeness, including proofreading and ordinance compliance.
• Perform investigation, organization and background work as needed for real estate due diligence research.
• Engages with design professionals, architects, engineers, developers, contractors, traffic consultants and others at the direction of attorneys.
• Ensures that all records relating to land use applications, case histories, etc. are organized and maintained.

Other Duties

• Provide overflow services as required by the Firm.
• Other duties as assigned.

Qualifications

• Ability to perform effectively within established time limits and ongoing deadlines.
• Ability to make decisions quickly and be able to prioritize and handle multiple projects and complete them under time constraints.
• Ability to interact effectively and professionally and provide exceptional service, internally and externally, at all times.
• Ability to work independently and show initiative in providing creative solutions to any given problem or challenge.
• Ability to pay close attention to detail and possess strong organizational skills.
• Interpersonal skills necessary in order to communicate and follow instruction effectively from a diverse group of clients, attorneys, local government staff and members of the public and provide information with courtesy and tact.
• Ability to handle work that occasionally requires a high level of continuous mental effort while organizing and maintaining multiple matters and/or projects.
• Strong interpersonal and public relations skills.
• Ability to work on several projects or issues simultaneously along with the ability to work independently or in a team environment.
• Must possess a valid driver's license and good driving record.
• Ability to learn and use new software programs as systems are upgraded.
• Knowledge of online databases, websites, and other electronic resources, as well as mapping and graphics applications, is necessary to effectively serve the needs of attorneys,
• Working knowledge of a variety of online services, including timekeeping software, case management systems, document management systems, Adobe Acrobat, and Microsoft Office Professional applications is preferred.
• Knowledge of office procedures, clerical and recordkeeping operations, and the use of various office machines and software programs, including Microsoft Office Applications, Orion, and FileSite, is preferred.
• Experience with Photoshop or other rendering, graphics, and mapping software is preferred.

Education and Experience

• Bachelor's degree and/or Master's degree in Urban or City Planning, Public Administration, Architecture, or a related field preferred.
• American Institute of Certified Planners (AICP) certification is desired.
• Two years of secretarial experience, or a combination of training, education, and experience that provides the required knowledge and abilities.

Join a collaborative team dedicated to shaping the communities where we live and work. Our Commercial Real Estate and Land Use practice assists clients with development projects, zoning and land use approvals, leasing, and other real estate matters. This role provides a fast paced and engaging environment where your organizational skills and attention to detail will directly support client success.

Pay: $29.12 - $34.62 per hour

Expected hours: 35.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person