Legal Administrative Assistant

Phoenix, AZ

Summary

Our Phoenix office has an immediate opening for a Legal Administrative Assistant in supporting the Real Estate practice group.

Responsibilities and Requirements

• Coordinate new client matters; collect and organize information and create files
• Assist attorney with client billing including time entry, drafting, and generating cover letters, working with accounting department on invoices, and communicating with clients as needed
• Process vendor invoices and manage attorney expense reimbursement
• Ensure accurate record keeping of complex electronic and physical records, learning specific naming conventions as required.
• Manage timekeepers’ calendars, including setting up meetings and calls/virtual meetings and ensuring balance and coordination of calendaring, minimizing time conflicts and maximizing efficiency
• Exceptional typing skills; ability to draft and/or edit documents accurately and quickly (i.e. cover letters, pleadings, loan documents, meeting agendas, e-mail correspondence)
• Comprehensive knowledge of specific legal guidelines for the real estate department
• Maintain and update files, including file openings and conflict checks in Intapp
• Ability to pay attention to the minute details of a project or task (i.e. calendaring, meeting coordination, timesheet entries, travel plans, file openings)
• Proficient in iManage Records Manager, Intapp, Intapp time, Chrome River, iManage 10 Work 10 system, and Microsoft programs Word, Excel, and Outlook
• Annually complete eight (8) hours of continued technical education through the firm’s training department.
• Employees approved for flexible work arrangements are expected to be available and maintain a practice of reliable, consistent attendance at all times during the employees scheduled work shift including, but not limited to, instant message, Zoom, email, voicemail, and by phone.
• Coordinate tracking of CLE for attorneys
• Minimum 5 years in Real Estate or Business practice group; litigation experience is a plus.
• Draft and edit documents accurately with great attention to detail. The ability to effectively proofread is a must
• Demonstrate ability to resolve issues/problems independently
• Other work as needed

Other Skills and Software:

• Microsoft programs (Word, Excel, Outlook, PowerPoint)
• Proficiency with software or similar programs as below:
• Time entry (InTapp)
• Document Management system (iManage)
• Records Management system (iRM iManage Records Manager)
• Expenses (Chrome River)
• New Business Intake and Conflicts (InTapp)
• Time management system (UltiPro)
• Invoice Management (Paperless Proforma)

Compensation: $70,000.00-$85,000.00, annually plus overtime.