Job Title: Legal Administrative Assistant/Paralegal
Department: Real Estate & Estate Planning / Administrative
Reports To: Managing Attorney
Status: Full-Time In-Office
Position Overview
Smith Law, LLC is seeking a professional, motivated, dedicated, and detail-oriented Legal Assistant/Paralegal to join our team and provide operational support across our Real Estate and Estate Planning departments. This role will also serve as the first point of contact for clients and ensure smooth day-to-day office management. This role is ideal for someone who thrives in a fast-paced legal environment, enjoys wearing multiple hats, and is dedicated to delivering excellence in both client experience and internal support. We are committed to providing our clients with exceptional legal service through a proactive, client-centered approach.
Key Responsibilities
Real Estate Department Support
• Prepare, organize, and track real estate transaction files for both pre-closing and post-closing processes.
• Coordinate with lenders, title companies, clients, paralegals and attorneys to ensure all closing documents are timely and accurate.
• Manage real estate checklists, deadlines, and documentation consistency in Qualia.
Estate Planning Support
• Provide overflow support to the Estate Planning department, including document preparation, client communications, and scheduling.
• Assist with document assembly and signature packet coordination.
Client Communication & Front Desk
• Serve as the primary point of contact for incoming phone calls and walk-in clients.
• Provide a warm, professional, and organized client experience.
• Triage calls and inquiries to attorneys and paralegals appropriately.
Administrative support to the Managing Attorney
• Manage the calendar, meeting logistics, and internal reminders for the Managing Attorney.
• Track and follow up on internal tasks, projects, and to-dos.
• Assist in preparing internal reports, summaries, and client documents.
General Office Management
• Oversee supplies, equipment maintenance, and office organization.
• Coordinate with vendors, IT, and service providers.
• Ensure that shared spaces (conference rooms, kitchen, reception) are clean and functional.
Qualifications
• 2+ years of administrative experience in a legal or professional services setting.
• Familiarity with real estate transactions and/or estate planning is an advantage.
• Excellent organizational, multitasking, and time management skills.
• Strong attention to detail.
• Strong interpersonal and communication skills - both written and verbal.
• Proficiency in Microsoft Outlook and Word required.
• Proficiency in Microsoft 365; experience with Qualia, Clio, Lawmatics, or other case management software is an advantage.
• Ability to work under pressure and meet deadlines
• Professionalism and a high level of integrity.
• Ability to maintain confidentiality and discretion at all times.
• Notary Public certification is an advantage.
Core Competencies
• Proactive Ownership: Takes initiative, follows through without being prompted.
• Client-Focused: Creates a positive, empathetic, and professional experience for every client.
• Detail-Oriented: Ensures accuracy and completeness in all documents and communications.
• Team Player: Collaborates cross-functionally and supports team priorities.
• Adaptability: Flexible in adjusting to changing priorities and handling multiple departments.
What We Offer
• A positive, growth-focused team environment
• Opportunities for cross-training and career development
• Stable hours nd supportive leadership
• Access to cutting-edge legal tech systems
Benefits:
• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid time off (PTO) and holidays
• Professional development opportunities
• Positive, team-oriented work environment
How to Apply:
Interested candidates are invited to send a cover letter, resume, and references via email to
Please include"Legal Assistant Application - Your Full Name " in the subject line of the email.
We thank all applicants for their interest, but only those selected for an interview will be contacted. Smith Law, LLC is an equal opportunity employer.