Legal Secretary, Real Estate

Real estate investment company has an immediate opening for a Legal Secretary to support the legal team with real estate transactions and a board range of administrative assistance. As a Legal Secretary with this team, you'll work closely with attorneys and paralegals to increase efficiency in the legal department. Major responsibilities include but are not limited to compiling documents for transactions, filing internally and externally with government agencies, preparing closing binders, and coordinating meetings. This position requires full-time on-site work in San Mateo, CA.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Handle administrative processes and tasks for Legal Department staff, including Legal Department Deputy General Counsel/Group Vice President, Vice President, Associate General Counsel, three Paralegals, and Claims Specialist.
• Prepare and edit correspondence, legal documents, and real estate transaction and corporate documentation.
• Schedule meetings and conference calls, including reserving on-site conference rooms.
• Screen incoming calls to Legal Department as well as calls directed to the Legal Department in general.
• Enhance the Legal Department desk manual and electronic document management system.
• Accept service for and distribute to appropriate parties court documents, including summons and complaints, subpoenas, hearing notices, etc.
• Organize, index, and create property closing binders, including printing, scanning, and downloading related documents.
• Develop and maintain on-site Legal Department filing system, as well as off-site file storage shipping and retrieval system.
• Process check requests and expense reports for payment.
• Process Purchase Card Statements for Legal Department company credit card holders.
• Process invoices for payment, including working with the Accounting Department in the implementation of electronic processing, and communicating with third-party vendors regarding payment and/or other related issues.
• Open and distribute mail daily, including date-stamping, scanning, and copying, as needed.
• Prepare outgoing electronic and standard mail, including Certified Mail and FedEx shipping.
• Order miscellaneous Legal Department office supplies, as needed.
• Other duties or projects, as assigned.