Practice Assistant (Real Estate)

Boston, MA

Job Summary

Responsible for administrative support for assigned attorneys. Duties include typing, filing, answering phones, making copies, opening and distributing mail, completing client/matter intake forms in the CMI program, finalizing bills and creating/preparing cover letters for same, submitting expenses, answering incoming calls, taking accurate messages and/or directing calls to the appropriate person, coordinating meetings and creating reservations for meetings in Condeco software program.

Essential Functions:

• Type and edit documents from handwritten drafts and from Dictaphone/Winscribe, including correspondence, memos, spreadsheets, etc. and proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and timeliness of final work product.
• Review bills for accuracy and prepare transmittal letters to client.
• Establish, update and maintain client and internal files.  Retrieve information from files when needed.
• Open and review incoming mail. Draft written responses when necessary, or reply by phone or email as needed.
• Reconcile and submit attorney expenses using Chrome River software.
• Maintain attorney calendars; coordinate the scheduling of meetings, and make reservations for same using Condeco software.
• Answer phones, take accurate messages, routes calls appropriately and respond to all inquiries.
• Make photocopies and scan documents as needed.
• Experience in Leasing/Loan Transactions/New Commercial Loans/Refinancing/Acquisitions.
• Ability to generate Closing Binders – customary process as well as CD program.
• Ordering/drafting/tracking documents required by lenders for closings.
• Working with attorneys on due diligence matters.

Knowledge or Skills Required

• Microsoft Office Suite
• Detail-oriented
• Positive personality and strong interpersonal skills
• File organization and maintenance
• Ability to prioritize, multitask and meet deadlines
• Excellent written and verbal communication skills
• Available to work overtime

Educational And Experience Requirements

Candidate must have at least three years of prior experience in the commercial real estate department of a law firm.

Physical Demands of Position

Work is performed in a professional office environment and requires the following during the workday:

• Must be able to remain in a stationary position for long periods of time (working at a computer).
• Repetitive movement (i.e. heavy computer/keyboard use).
• May require occasional light lifting (files, copy paper, etc.).

In addition to the essential functions outlined above:

• Individual in this position will provide additional assistance and support as directed by their supervisor.
• This job description is subject to change at any time.

This firm is an Equal Opportunity Employer. We value diversity, seek qualified applicants and make personnel decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, marital or veteran status, citizenship, gender identity or expression, or any other legally protected status.

Under our current COVID-19 protocols, effective December 1, 2021, to be in any of our offices or attend an event hosted by the Firm, all personnel must demonstrate that they are fully vaccinated or obtain an approved exemption due to disability/medical or sincerely-held religious beliefs. Our vaccination protocols are subject to applicable laws and will be updated from time to time to reflect changing pandemic conditions and evolving CDC, federal, state and local health and safety guidance.