Administrative Assistant – Real Estate Law Office
Downtown Jamestown, New York
About Us
We are a busy, client-focused real estate law office handling residential and commercial transactions. Our team works in a fast-paced, deadline-driven environment where organization, communication, and attention to detail are critical. We are seeking a reliable and motivated Administrative Assistant to support our legal team.
Position Overview
The Administrative Assistant will provide day-to-day support to our legal team by managing files, coordinating communications, tracking deadlines, and assisting with transaction workflow. This role is ideal for someone highly organized, detail-oriented, and comfortable working in a high-volume transactional setting.
Responsibilities
- Open and organize new client files (physical and digital)
- Maintain transaction checklists and track important deadlines
- Communicate with clients, real estate agents, lenders, and title companies
- Schedule closings and coordinate appointments
- Prepare basic correspondence and standard documents
- Assist with document collection and follow-up
- Manage incoming/outgoing mail and email
- Data entry and file management in case management software
- Provide general administrative support attorneys
Qualifications
- Customer service
- Strong organizational skills and attention to detail
- Ability to prioritize and manage multiple deadlines
- Professional written and verbal communication skills
- Proficient in Microsoft Office (Outlook, Word, Excel)
- Comfortable learning new software systems / computers / printers
- Ability to work independently and as part of a team
Preferred (But Not Required)
- Experience in a real estate law office, title company, or mortgage office
- Familiarity with real estate contracts and closing documents
- Experience with case management software
- Prior administrative experience (legal or real estate experience preferred)
Work Schedule
- Approximately 30-35 hours per week
- Flexible schedule within normal business hours
Compensation
- Hourly rate based on experience
- Opportunity for growth within the firm
What We’re Looking For
We are seeking someone dependable, proactive, and comfortable working in a fast-paced transactional environment. The ideal candidate enjoys organization, thrives under deadlines, and takes pride in helping transactions move smoothly from contract to closing.
Pay: $16.00 - $20.00 per hour
Benefits:
- Flexible schedule
Work Location: In person