Practice Assistant, Commercial Real Estate

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Purpose of the Role

The Practice Assistant, Commercial Real Estate will be expected to coordinate workflow for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. The Practice Assistant takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

Key Responsibilities

Administrative
- Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping
- Use effective systems to ensure that both short and long term tasks are completed within required timescales
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations
- Perform administrative activities related to lawyer's professional memberships, certifications and Law Society of Ontario requirements
- As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
- As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
- Make travel arrangements as/when instructed

Communication
- Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
- Liaise with administrative support departments on behalf of lawyers as required
- Liaise with the department’s Team Leader over any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers.

Client relationship management
- Become an active part in the care of clients and be wholly familiar with contacts/clients
- Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system
- Deal with basic client queries and general administration
- Arrange client meetings

Document production
- Arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer's review, and arrange/perform corrections as necessary
- Arrange/prepare litigation material, assembly into briefs, edits and finalization
- Short drafts/edits of documents in Word, Excel, PowerPoint
- Ensure documents in final form are saved electronically

Financial - Billing
- Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients
- Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange revisions to accounts and coordinate with clients as necessary
- Liaise with lawyer, client and Finance department to collect on overdue accounts
- Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
- Request cheques, bank transfers and paying in money received, as appropriate

Other duties and Responsibilities
- In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
- Team duties will therefore include:

- Assisting other members of the firm, both proactively and at the request of the Team Leader
- Any other duties as requested by the Lawyers or Team Leader

Key Competencies
- 2 to 3 years of legal experience, ideally within Corporate and Commercial Real Estate practice areas
- Legal Administrative Assistant certificate from an accredited university/college
- Accurate typing speed of approximately 60 words per minute
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint and other systems implemented by the firm. iManage experience is an asset.
- Excellent telephone manner and competent knowledge of telephone system
- Excellent communication, organizational and team skills
- Excellent attention to detail
- Flexible and dependable, able to take the initiative
- Able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect and trust with others, with a view to developing a strong, cohesive team
- Have a posit