Legal AssistantHinman, Howard & Kattell, LLP

Description

We are seeking a detail-oriented and highly organized Legal Assistant to support attorneys and paralegals in our Syracuse, New York office. This role is responsible for file management, client coordination, document preparation, and post-closing real estate processes. The ideal candidate will be proactive, professional, and comfortable working in a fast-paced law firm environment.

Key Responsibilities

File Management & Administrative Support

• Open and set up new files, including entering contacts, calendaring deadlines, labeling, and preparing files for
• Maintain diary systems and track deadlines for timely follow-up
• Scan and distribute incoming faxes and documents to appropriate team members
• Maintain organized physical and electronic files
• Prepare routine correspondence and form letters

Client & Office Support

• Coordinate and schedule client meetings for attorneys and paralegals
• Maintain and clean conference room areas for client meetings
• Back up/secondary receptionist duties including main phone lines and greeting incoming visitors.
• Witness execution of estate planning documents when required
• Process and forward original estate planning documents in accordance with firm guidelines

Document Preparation

• Assist with preparation and editing of legal documents, including leases and transactional documents
• Assist with redlining and finalizing legal documents
• Organize corporate record books (substantive work performed by attorneys)

Billing & Financial Support

• Enter time and assist with billing processes
• Prepare prebills and manual invoices
• Assist with check requests and expense reimbursements

Real Estate Transaction Support

Pre-Closing

• Prepare bank closing packages using attorney-provided checklists
• Draft and send payoff letters under attorney supervision

Post-Closing

• Maintain post-closing checklists and track outstanding items in ProLaw
• Follow up for final lender policies and distribute accordingly
• Prepare and send final closing documents, including deeds and policies
• Assemble and send recording packages, including checks for recording fees, taxes, and payoffs
• Route completed files to lenders or internal offices as required

Why Join Us?

• Collaborative and professional work environment
• Opportunity to work across multiple practice areas
• Competitive compensation and benefits package

Requirements

Qualifications

• Prior experience in a law firm or legal administrative role preferred (real estate experience a plus)
• Strong organizational skills with attention to detail
• Ability to manage multiple tasks and meet deadlines
• Proficiency with Microsoft Office; experience with legal billing or case management software (e.g., ProLaw) preferred
• Excellent written and verbal communication skills
• Professional demeanor and ability to work collaboratively