Legal Assistant

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