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Real Estate Legal Administrative Assistant

Department: Real Estate

Reports To: Office Administrator

FLSA: Non-Exempt

POSITION SUMMARY:

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Real Estate Legal Administrative Assistant (LAA) in our Austin office. The Real Estate Legal Administrative Assistant (LAA) provides advanced administrative and legal support to attorneys within the Firm's Real Estate practice area.

This role supports real estate transactions and related legal activities through document preparation, transaction coordination, billing support, file and records management, and client service. The position requires strong technical skills, attention to detail, and the ability to manage multiple priorities while supporting attorneys in a fast-paced legal environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Real Estate Transaction Support

• Assist with drafting, organizing, and managing documents related to real estate transactions, including escrow instructions, closing documents, exhibits, schedules, transfer requirements, and due diligence materials.
• Assist with filing and researching documents within county real property records and Secretary of State databases.
• Maintain transaction files and organize supporting documentation throughout the transaction lifecycle, including preparation of electronic closing binders.
• File and upload documents into real property records and other applicable systems or databases.

Legal Administrative & Billing Support

• Prepare, proofread, and format legal documents, correspondence, presentations, and other materials.
• Assist with timesheet entry, prebill review, billing revisions, and client billing processes.
• Review vendor invoices for accuracy and prepare check requests for payment processing.
• Open new matters and submit conflict requests.
• Draft engagement letters and maintain accurate client intake documentation.

Calendar, Meeting & Workflow Management

• Coordinate attorney calendars, deadlines, meetings, appointments, and travel arrangements.
• Monitor deadlines and proactively follow up on client and transaction-related activities.
• Anticipate attorney needs and assist with workflow management to improve efficiency.

Document & Records Management

• Maintain and organize electronic and hard-copy files, documents, and transaction records.
• Profile and manage documents and email correspondence within the Firm's document management system.
• Ensure transaction documentation is properly organized, maintained, and accessible in accordance with Firm records management practices.

Client Service & Team Support

• Provide professional customer service to clients, vendors, attorneys, and internal stakeholders.
• Support assigned attorneys while providing backup assistance to other team members as needed.
• Collaborate effectively in a team-oriented environment.
• Perform overflow assistance and additional administrative duties as assigned.

QUALIFICATIONS:

• High school diploma or GED required; bachelor's degree preferred.
• Minimum of three (3) years of legal administrative support experience within a Real Estate practice required.
• Prior law firm or professional services experience preferred.
• Knowledge of legal terminology, legal documentation, and legal processes related to Real Estate matters.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with DocuSign and Adobe Acrobat, including Optical Character Recognition (OCR) functionality.
• Experience with document management systems; iManage experience preferred.
• Experience with time entry, billing systems, and database software.
• Strong organizational, communication, proofreading, and time management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong attention to detail and customer service orientation.
• Ability to maintain confidentiality and exercise discretion.

WORK CONDITIONS:

This position operates in a typical professional office environment using standard office equipment and technology.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at BusinessProfessionalRecruiting@jw.com