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DFM & Associates · 1 day ago

Real Estate Practice Assistant

Dallas, TX

Full-time

Hybrid

Mid, Senior Level

$80K/yr - $95K/yr

5+ years exp

DFM & Associates is a high-profile, global law firm seeking a Commercial Real Estate Practice Assistant to provide high-quality administrative support to attorneys and professionals in their Dallas office. The role involves effective communication with clients, drafting documents, scheduling travel, and managing billing processes.

Staffing & Recruiting

Hiring Manager

Denise Frost

Responsibilities

Communicate effectively and professionally with clients, attorneys, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate attorneys or staff member; arrange conference calls and greet clients

Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate attorney

Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals

Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner

Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, etc.; provide guidance to attorneys to ensure completed forms are prepared and submitted properly

Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices

Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate

Enter and manage work requests from attorneys in the Firm’s workflow tool and complete according to provided deadlines

Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records

Perform all file maintenance, including saving documents to the document management system

Assist attorneys with time entry, billing, and collections, as needed

Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner. Produce a high volume of work assignments in an accurate and timely manner

Perform clerical duties for non-legal departments, as needed

Special projects and duties as assigned

Qualification

Microsoft Office SuiteDocument management systemsElectronic signature softwareLegal administrative functionsCommercial Real Estate terminologyProofing skillsAttention to detailInterpersonal skillsCommunication skillsWork ethic

Required

Advanced knowledge of Microsoft Office Suite and Adobe

Experience with document management systems

Experience with electronic signature software programs

Proficiency in core legal administrative assistant functions and advanced technical and communications skills

Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands

Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings

Ability to take direction and work independently with little supervision

Ability to work effectively work well with others

Effective and professional interpersonal and communication skills

Must write clearly and professionally, with excellent proofing skills

Strong work ethic with ability and commitment to maintain confidentiality

Experience with creating signature page checklists and signature packets

Experience with maintaining digital electronic files of executed Lease files (Lease, Amendments, SNDAs, Estoppels, Liens, Notices) or Closing Documents

Understand how to create and assemble Closing Binders for Acquisition/Sale/Loan transactions from an index or party list to final digital file as Subfolder and share with client

Ability to edit PDF documents by inserting dates, fill in blanks, replace PDF pages of PDF documents

Familiar with Commercial Real Estate Terminology and tasks