Legal Administrative Assistant

Responsibilities

File and Transaction Management

• Open, organize, and maintain electronic and physical files for commercial and development real estate transactions from start to finish
• Prepare and maintain detailed closing checklists and time lines to ensure all transaction steps and deliverable are completed accurately and on schedule
• Liaise with clients, lenders, municipalities, and opposing counsel to obtain necessary documents and coordinate closing logistics

Document Preparation and Review

• Draft and revise legal documents such as agreements of purchase and sale, leases, easements, encroachment agreements, financing documents, title reports, and closing agendas
• Prepare and review instruments for registration, including transfers, charges, discharges, and notices under the Land Titles Act and Planning Act
• Review title searches, off-title searches, and surveys to identify and resolve issues, such as encumbrances, easements, or title defects.

Due Diligence and Compliance

• Conduct and summarize due diligence searches (e.g., corporate, execution, tax, zoning, environmental, and utility searches)
• Verify compliance with municipal planning requirements and development agreements
• Prepare and submit documents to municipal and government authorities for consent or approval where required

Closing and Post-Closing

• Coordinate closing logistics, including preparation of closing documents, statement of adjustments, and trust ledgers
• Arrange for registration of closing documents through Teraview or other electronic registration systems
• Manage post-closing follow-up, including reporting letters, discharge of security, document storage, and file archiving

Client and Team Support

• Act as primary point of contact for clients, Realtors, and financial institutions throughout the transaction process
• Provide regular updates to lawyers and clients regarding file progress and any outstanding requirements
• Assist lawyers with organization and preparation for development projects, including subdivision or condominium registrations