Legal Department Administrator

Legal Department Administrator

Requirements

• High School Diploma or GED, required
• 2 years of proven legal experience with a corporation, law firm, government agency, or similar enterprise, required
• Humble, hungry, and smart, required
• Basic understanding of privilege, confidentiality, and unauthorized practice of law, required
• Basic knowledge of law office operations, practices, and procedures, required
• Strong verbal and written communication skills for interactions with attorneys, paralegals, administrative staff, and business partners, required
• Strong attention to detail and organizational skills, with the ability to prioritize work and respond to multiple demands while meeting time sensitive deadlines, required
• Ability to project manage and balance working within the team environment, required
• Proficiency in team collaboration and the ability to deliver and receive project and performance feedback, required
• Efficiently and effectively work at a high level without direct supervision with work product accountability, required
• Ability to acknowledge and comply with all corporate policies and procedures, required
• Ability to develop systems, processes, and procedures, required
• Intermediate experience utilizing standard office technology including Google Suite, Microsoft Suite, Teams, Smartsheet, etc, required

Responsibilities

• Manage the Legal Real Estate email inbox and input matters into Smartsheet
• Request up-to-date title and survey reports for all active lease transactions, as directed by attorney and paralegal staff
• Assign leases to outside counsel (by distributing LOIs and related title and survey reports to designated outside counsel), as directed by attorney and paralegal staff
• Organize, maintain and manage the storage and documentation of all real estate transaction agreement versions and final agreements in the drives
• Review lease execution packages for accuracy
• Process final execution of final leases and other agreements via Docusign
• Distribute fully executed leases to internal stakeholders
• Track lease statuses, tasks, and deadlines
• Schedule team related meetings, draft and distribute agendas, and capture notes and action items for dispersal to meeting attendees
• Ship and mail documents as directed by attorney and paralegal staff
• Process and track legal real estate invoices
• Support staff with timely drafting and review of all lease, construction, and ancillary lease documents (CC&Rs, SNDAs, estoppels, memoranda, amendments, rent commencement certificates, easements, etc)
• Assist with conference registrations, Bar dues, travel and reimbursement for real estate legal staff as directed
• Support management of all Legal Department email inbox(es) and calendar(s), applicable matter creation, and distribution of related requests
• Intake and facilitation of contracts, documents, projects, and matters
• Work closely with the paralegal, attorney, and administrative staff on the timely and effective distribution of all incoming legal mail and emails, including the handling of service of processing communications, as directed by attorneys
• Support management and processing of invoices
• Manage Legal Department outgoing shipping and mailing requests
• Organize and file all legal documents
• Assure retention and organization of legal real estate records
• Keep files organized and up-to-date and adhere to established filing and naming protocols
• Provide detail focused and proactive support to paralegal and attorney staff in their efforts to effectively serve business partners and external teams
• Serve as coordinator and/or project manager for multi-departmental projects including communication of project objectives, updates, and timelines, as requested
• Support generating regular project, matter, and contract reports, including maintaining current statuses, entering applicable data, and capturing important deadlines and events
• Manage the collection of document signatures including manual, notary, and electronic signatures utilizing the Legal Department’s current Electronic Signature system(s)
• Assist paralegal and attorney staff with management of outside counsel relationships and matters
• Utilize and maintain the Legal Department’s current standard Matter and Contract Management system(s)
• Support paralegal and attorney staff with the development of and compliance with internal processes and procedures
• Support the team with implementation and improvement initiatives of all systems and tools
• Perform all administrative duties required to maintain a normal course of business
• Other special projects as needed

Preferred Qualifications

• Associates Degree or BA/BS, preferred
• Exposure to real estate development and transactions including Build-to-Suit, Ground Leases, SNDA, Estoppel, and exclusivity issues, lease renewals and amendments, due diligence, memorandums, title and survey review, environmental reports, preferred