Real Estate Administrative Assistant, Law Firm

3 weeks ago

North York ON, Canada TDS Personnel Full time

Our client, a North York law firm requires an Administrative experience to join their condo law team. Reporting to the Senior Condo Law Clerks, the Administrative Assistant is responsible for a variety of activities supporting the Condo department including filing, pre-scanning, creating a list of capped and deleted spreadsheets and other administrative duties as assigned.

RESPONSIBILITIES:

• General administrative duties such as filing, e-filing, faxing, photocopying, and couriering documents

• Set up physical condo files to ensure accuracy for assigned projects (Organize files / set up projects: set up files in LDD / double check information in LDD and insert birthdates, lawyer information, clean up files for scanning APS and amendments in one batch and correspondence in another batch per suite/file)

• Prepare summary spreadsheets

• Process assignments of APS when received, updating LDD, and notifying accounting

• Box finished project files and complete tasks to send to storage with Document Management Specialist with senior law clerks

• Update project spreadsheets for occupancy permits

• Post documentation (discharges, occupancy permits) in LDD

• Send subdivision surveys to purchaser’s lawyers

• Assist with distributing occupancy and final closing packages

• Copy money

• Assist with drafting condo checklists

QUALIFICATIONS:

• Previous experience in a similar role (experience in a similar industry is an asset)

• Ability and tolerance to perform repetitive tasks

• Previous experience with LawyerDoneDeal (technology platform) is a strong asset

• Strong organization skills with the ability to manage competing priorities

• Attention to detail

• Strong knowledge of Word, Excel and Windows applications

• Excellent collaboration, organizational, time management, customer service and problem-solving skills and the ability to work accurately and meet deadlines with frequent interruptions

• Able to work and thrive in a team environment, focused on achieving results

• Able to maintain cooperative working relationships with all levels of management

• Able to work both independently and as part of a team

• Hardworking

• Open to learning and enhancing existing skills, adaptable to new and different processes

• Confidence to ask questions to senior clerks and condo lawyers

• Note Taking. Important to write down instructions, use again for repetitive tasks.

• Ability to follow instructions and complete task as assigned

• Work in team environment with others, but refrain from training and teaching unless supervised by Senior Law Clerk

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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