Real Estate Legal Assistant

About Us

Established in 1981, Pace Law Firm has dedicated itself to achieving positive changes in clients’ lives by representing them effectively in navigating the legal process, while also redefining the client experience. Today, Pace Law remains dedicated to upholding its signature “client-first” brand. With 150 legal professionals in six offices, our firm serves its clients in over 38 languages.

The Opportunity

You will be the first point of contact for our real estate clients and the person who gets every new file off to a clean start. This is an entry-level position: you open purchase, sale and refinance files in our system, welcome clients by phone, collect the information the clerks and lawyers need, and enter the preliminary data so the file is ready to move. It suits someone organized, friendly on the phone and comfortable learning our software, who wants a real foothold in real estate law.

What you'll do

Open new files

• Set up new purchase, sale, refinance and transfer files in our practice-management and conveyancing software as agreements and instructions come in
• Run conflict checks and flag any issues to the clerk or lawyer before the file proceeds
• Create the electronic file, apply the correct checklist and set key dates (closing, financing condition, requisition date)

Welcome and contact clients

• Call each new client within to introduce the firm, explain next steps and confirm how they prefer to be reached
• Answer routine client questions about the process and timelines, and route legal questions to the clerk or lawyer
• Follow up by phone and email to collect outstanding items and keep clients informed as the file moves

Gather information and enter preliminary data

• Collect client identification, contact details, property information, mortgage and lender details, insurance and existing-mortgage information, and any required forms
• Enter all preliminary data accurately into the file, save documents to the correct folders and update the file status
• Request and track documents from realtors, lenders, mortgage brokers, condominium corporations and the other side's law office

Support the file through to closing

• Keep the file checklist current and flag missing items or approaching deadlines to the clerk
• Draft routine correspondence, acknowledgment letters and intake summaries from firm templates
• Assist with scheduling signing appointments and preparing closing packages

What we're looking for

Required

• Legal Assistant, Law Clerk or Office Administration diploma, or equivalent office experience
• Clear, warm and professional phone manner; comfortable making outbound calls to people you have not met
• Strong attention to detail: names, numbers and dates entered correctly the first time
• Able to manage many open files at once and keep each one moving
• Proficient with Microsoft Office (Outlook, Word, Excel) and quick to learn new software
• Discretion with confidential client and financial information

Nice to have

• Experience in a law office, real estate brokerage, title or mortgage setting
• Familiarity with conveyancing or practice-management software
• Knowledge of the residential real estate transaction process

Benefits

• Extended Healthcare coverage
• Health Spending Account
• On-site parking
• Bonus Pay

You can find more about our benefits on our website.

Pace Law firm is an equal opportunity employer and encourages applications from all qualified candidates. If you require any accommodation during the application process, please contact HR at View email address on jobs.swagapp.com.