Real Estate Legal Assistant

Job summary

Open and organize purchase, sale, refinance, and transfer files; conduct conflict checks, enter preliminary client and transaction information, and maintain documents, checklists, and key dates. Welcome and follow up with clients, request and track documents from transaction partners, prepare routine correspondence, and support signing appointments and closing packages.

Job details

About Us Established in 1981, Pace Law Firm has dedicated itself to achieving positive changes in clients’ lives by representing them effectively in navigating the legal process, while also redefining the client experience. Today, Pace Law remains dedicated to upholding its signature “client-first” brand. With 150 legal professionals in six offices, our firm serves its clients in over 38 languages. The Opportunity You will be the first point of contact for our real estate clients and the person who gets every new file off to a clean start. This is an entry-level position: you open purchase, sale and refinance files in our system, welcome clients by phone, collect the information the clerks and lawyers need, and enter the preliminary data so the file is ready to move. It suits someone organized, friendly on the phone and comfortable learning our software, who wants a real foothold in real estate law. What you'll do Open new files Set up new purchase, sale, refinance and transfer files in our practice-management and conveyancing software as agreements and instructions come in Run conflict checks and flag any issues to the clerk or lawyer before the file proceeds Create the electronic file, apply the correct checklist and set key dates (closing, financing condition, requisition date) Welcome and contact clients Call each new client within to introduce the firm, explain next steps and confirm how they prefer to be reached Answer routine client questions about the process and timelines, and route legal questions to the clerk or lawyer Follow up by phone and email to collect outstanding items and keep clients informed as the file moves Gather information and enter preliminary data Collect client identification, contact details, property information, mortgage and lender details, insurance and existing-mortgage information, and any required forms Enter all preliminary data accurately into the file, save documents to the correct folders and update the file status Request and track documents from realtors, lenders, mortgage brokers, condominium corporations and the other side's law office Support the file through to closing Keep the file checklist current and flag missing items or approaching deadlines to the clerk Draft routine correspondence, acknowledgment letters and intake summaries from firm templates Assist with scheduling signing appointments and preparing closing packages What we're looking for Required Legal Assistant, Law Clerk or Office Administration diploma, or equivalent office experience Clear, warm and professional phone manner; comfortable making outbound calls to people you have not met Strong attention to detail: names, numbers and dates entered correctly the first time Able to manage many open files at once and keep each one moving Proficient with Microsoft Office (Outlook, Word, Excel) and quick to learn new software Discretion with confidential client and financial information Nice to have Experience in a law office, real estate brokerage, title or mortgage setting Familiarity with conveyancing or practice-management software Knowledge of the residential real estate transaction process Benefits Extended Healthcare coverage Health Spending Account On-site parking Bonus Pay You can find more about our benefits on our website. Pace Law firm is an equal opportunity employer and encourages applications from all qualified candidates. If you require any accommodation during the application process, please contact HR at Hr@pacelawfirm.com.

What you’ll do

Open and organize purchase, sale, refinance, and transfer files; conduct conflict checks, enter preliminary client and transaction information, and maintain documents, checklists, and key dates. Welcome and follow up with clients, request and track documents from transaction partners, prepare routine correspondence, and support signing appointments and closing packages.

Requirements

A Legal Assistant, Law Clerk, or Office Administration diploma, or equivalent office experience, is required. Candidates should have a professional phone manner, strong attention to detail, the ability to manage multiple files, proficiency with Microsoft Office, discretion with confidential information, and the ability to learn new software.

Benefits

• Extended Healthcare Coverage
• Health Spending Account
• On-Site Parking
• Bonus Pay

Listed skills

• Data entry · Preferred
• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Attention to detail · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• File Opening and Setup
• Client Communication
• Conflict Checks
• Data Entry
• Document Management
• Deadline Tracking
• File Checklist Management
• Real Estate Transaction Support
• Conveyancing Software
• Practice-Management Software
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Attention to Detail
• Confidentiality
• Scheduling

Job areas

• Legal
• Administrative
• Customer Service & Support

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