Senior Legal Administrative Assistant, Real Estate

Job Summary

Phillips Lytle, LLP represents lenders that provide funding for single and multifamily affordable housing nationwide. As a Senior Legal Administrative Assistant, you will support real estate transaction process for a successful closing. This role requires working onsite in our newly renovated offices at Innovation Square, in Downtown Rochester, NY.

Essential Duties and Responsibilities

• Provide comprehensive administrative support for commercial and residential real estate transactions from pre‑closing through post‑closing.
• Prepare and manage signature charts and track execution of transaction documents.
• Collect, organize, and collate executed documents to ensure accuracy and completeness.
• Scan, copy, and maintain electronic and physical transaction files in accordance with firm procedures.
• Prepare and assemble closing binders, including drafting and finalizing closing binder indexes.
• Coordinate the posting and distribution of compiled transaction documents to internal and external parties.
• Upon receipt of recorded documents, transmit final documentation to lending institutions with updated transmittals.
• Maintain and update Transaction Intake Forms and monitor post‑closing missing items to resolution.
• Support attorneys and legal team members by ensuring deadlines are met and transaction records are accurate and well‑organized.
• Under attorney direction, prepare and organize opening or closing of Matters.
• Prepares and processes New Matter Intake forms.
• Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
• Performs other duties as assigned

Qualifications and Requirements

• High school diploma required; at least two years of college preferred.
• At least two (2) years of experience as a Legal Administrative Assistant is required; prior experience in the assigned practice area(s) is strongly preferred.

Knowledge, Skills and Abilities

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in the assigned practice area(s).
• Accurate typing at a net speed of at least 60 words per minute preferred.
• Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.
• Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.
• Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.
• Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.
• Strong organizational skills, basic math skills, and attention to detail.
• Initiative, flexibility, resiliency, and a willingness to adapt to change.

Position Details

• Location: Rochester, NY (on-site)
• Pay: $26.00 - $38.00 per hour