Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Legal Assistant is responsible for supporting a group of attorneys within the practice group through the performance of complex secretarial/paralegal, administrative and substantive legal duties. The ideal candidate will have exceptional client service skills, outstanding organizational and communication skills, strong attention to detail and the ability to prioritize numerous tasks in a fast paced environment. There is minimal “on-the-job-training” provided with this position as the candidate we are seeking will not need it.
Essential Duties and Responsibilities:
Assists with miscellaneous projects assigned by practice group management and/or attorneys in the practice group.
Maintains attorneys’ calendars, including planning and scheduling conferences and meetings; teleconferences; keeps abreast of changes in transaction document preparation requirements, etc. Past experience working with our title underwriters is required. A Notary is preferred but not required.
Serves as 1 of 2 primary staff members interfacing with clients by phone, e-mail and for meetings. Initiates and organizes client conferences and attorney meetings, etc. Maintains a good working relationship with clients and vendors.
Monitors and manages all aspects of complex commercial real estate and corporate transactions, including loan closings and supporting attorneys as needed.
Manages transaction due diligence activities, including creating and monitoring due diligence checklists.
Maintains large transaction files and assists with matter management.
Assist in the preparation of real estate documents, exhibits and schedules.
Assists with closings, including creating closing statements, disbursement statements, signature pages and final documents, and prepares closing binders. Past experience should include experience in all stages of the pre and post-closing process for commercial real estate and finance transactions, including, without limitation, communicating with parties to yield a seamless and efficient closing, ordering title, title review and clearance, preparing title binders, obtaining payoff letters, submitting title requirements to lender, organization of loan documents, balancing and disbursing closed files, and issuing final title policies.
Analyzes title documents, real property legal descriptions and surveys; prepares survey summaries and lease abstracts; identifies and recommends title endorsements and removal of or changes to title exceptions; and coordinates with outside title companies and law firms regarding title insurance policy issues and satisfaction of closing conditions.
Addresses post-closing matters and oversees preparation of closing binders.
Prepares and maintains deal checklists for assigned transactions.
Organizes corporate offering and buy/sell documents.
Prepares and manages filings with the SEC and other agencies.
Performs UCC financing statement and municipal searches and reviews and charts results of same.
Prepares and files UCC filings and reviews filings prepared by others. Maintains proficiency with title underwriting, closing, and UCCs via seminar attendance and monitoring of regulatory revisions/changes.
Assists with specific client needs, e.g. document submission for recording, filing or e-recording.
Assists, as needed, with land use and zoning matters to include preparation and filing of land use applications; interacts directly with clients and local government officials in the zoning and permitting process; and attends community meeting(s) during normal business hours, as requested.
Meet position billing requirements and required deadlines.
Education and Experience Required
Minimum of a high school diploma or GED is required. A four-year college degree and certificate in paralegal studies is preferred but not required. Significant prior experience may be substituted for a combination of the educational requirements.
At least 7 years of real estate and/or business legal assistant or paralegal experience in a law firm or similar environment is required.
Proficiency in word processing and advanced software functions, including expertise with MSWord, Outlook, Excel and PowerPoint. Knowledgeable in the data base capabilities of Access.
In-depth knowledge of legal practices, terminology, transaction documents and closing procedures.
Flexible, solutions-oriented approach and the ability to work under pressure.
Ability to interact effectively internally, as well as with clients, and to exercise discretion.
Ability to accurately type a minimum of 65 words per minute.
Institutional knowledge of the matter to add value to the delivery of legal services to the client.
Experience with supporting a busy business transactions practice, including client reporting, closing document preparation, checklists, escrow reconciliations, and calendar management.
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