KMB Law is seeking a Legal Assistant with at least two (2) years of experience in a real estate department of a law firm. The successful candidate would assist a working group in our broad real estate department.

This is a vacant position and offers an exciting opportunity to collaborate with experienced professionals and gain direct experience in a dynamic and challenging legal environment.

Candidates who are law clerks, lawyers or lawyer candidates will not be considered for this role.

Position Overview

Responsible for assisting and supporting all lawyers in the real estate group with all operational and administrative tasks necessary to provide exceptional legal services and to support the objectives of the real estate team and its clients

Duties And Responsibilities

Document Preparation and Management:

• Drafting routine letter correspondence and mailing same
• Compile signing packages and reports on an as-needed basis
• Arrange and facilitate Teams meetings for lawyers and client consultations
• Templating and organizing precedent folder

Transaction Support

• Facilitate due diligence processes by organizing documentation, preparing checklists, and managing the timely completion of transaction steps
• Coordinate with external parties, including clients (when requested), government offices, and regulatory bodies, as necessary
• Ordering tax certificates from relevant municipalities
• Bank runs to deposit funds for closing transactions on an as-needed basis
• Complete FCT weekly scanning and send cheques to ensure seamless transaction processing
• Arrange courier, mail, and package pickups and deliveries related to client matters
• Assist with cheque and wire requisitions for payment of invoices or delivery of closing funds
• Order and manage off title searches for transactions as required
• Retrieve, download, and save corporate searches from various databases
• Retrieve, download and reconcile deposits received on projects and sales agreements and amendments

File Management

• Open new client and transaction files, including conflict checks, ensuring proper organization in physical and electronic formats
• Open new file in Unity and LDD as required (for residential and development)
• Prepare retainer letters for lawyers and assist with new client onboarding, such as checking IDs
• Maintain organized, accurate, and up-to-date client files in both physical and electronic formats
• Manage and safeguard confidential documents, ensuring information is easily accessible for team members
• Scan, organize, and archive closed files according to firm policies

Billing And Financial Management

• Prepare and send monthly bills to clients, including providing solicitors with monthly and mid-month pre-bills for review and approval
• Track and manage time entries and expenses to ensure accuracy in billing, as requested by lawyer
• Bi-monthly review of trust reports to review with lawyers whether trust funds can be cleared
• Posting of miscellaneous disbursement charges such as Docusign, Law Society levies and administrative fees
• Ordering of CPD programs, tickets for events, conferences, etc. on behalf of the lawyers

Client And Third-Party Communication

• Serve on an ad hoc basis as a point of contact between the solicitor and clients, as well as third-party organizations such as banks, title insurers, and other legal professionals
• Handle client inquiries professionally and ensure timely communication
• Handle walk-in or cold call inquiries to the group as directed by the lawyer
• Call clients, law offices, and other third parties to confirm transaction details, wire particulars, and follow up as needed

Calendar And Deadline Management

• Track key dates and timelines for transactions, including closing dates and deliverable deadlines
• Assist with lawyer scheduling of client and marketing events

Administrative Support

• Provide general administrative support, including answering calls, preparing correspondence, managing office supplies and resource materials for the assigned lawyer, administrative projects and other tasks as required to support the real estate team
• Assist with printing, photocopying, and miscellaneous tasks for real estate team
• Arrange for courier, mail, and package pick-up and deliveries
• Prepare expense requisitions as requested by lawyers
• Reception relief as part of a relief pool
• Real estate banking as required

Qualifications

• 2+ years of work experience in a Canadian law firm
• Completion of a Legal Assistant program at an accredited post secondary institution
• Undergraduate degree and/or higher preferred
• Detail oriented, hardworking and self-motivated
• Ability to work independently with minimal supervision and possess a team player attitude
• Professional demeanor and ability to interact and effectively communicate with individuals at all levels
• Essential skills include superior administrative, organizational and time management skills, excellent oral and written communication, team player and willingness to be flexible to daily demands and willingness to accept additional responsibilities are required
• Excellent computer skills including Microsoft Office Products, most notably Word and Outlook

The salary range for this vacant position is $55,000 - $65,000.

KMB Law does not use AI to screen or select candidates.

Diversity And Inclusion

At KMB Law, we believe a diverse workplace is comprised of individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. KMB Law is committed to diversity and inclusion in all that we do.

Accessibility And Accommodation

It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodation is available on request for candidates with disabilities taking part in all aspects of the selection process.

Background And Reference Checks

Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check and employment and educational verification.

How To Apply

Interested candidates are invited to submit a resume, cover letter, and compensation expectations to and indicate " Legal Assistant – Real Estate" in the subject line of your email.

We appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted.

No agencies or recruiters please.

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