Real Estate Legal Assistant

Purpose of Role:

We are seeking a professional and detail-oriented Real Estate Legal Assistant to join our real estate practice in our Bayonne, NJ office. This role is ideal for an organized individual with excellent communication skills who can serve as a reliable point of contact for clients while providing critical administrative support. You will be responsible for maintaining organized transaction files, managing deadlines, and ensuring a smooth flow of communication between all parties involved in the closing process.

Responsibilities:

• Prepare, organize, and maintain residential real estate files, checklists, and closing binders from contract to post-closing.
• Serve as a client-facing contact, answering calls and emails, providing updates, and ensuring professional and responsive experience throughout the transaction.
• Draft routine correspondence, client letters, cover sheets, and transmittals under attorney/paralegal guidance.
• Assist in scheduling closings, coordinating with lenders, realtors, title companies, and clients to confirm logistics and deadlines.
• Handle administrative tasks such as scanning, formatting, redlining, copying, and assembling closing packages.
• Manage mail, FedEx/UPS shipments, and electronic filings to ensure timely delivery of documents.
• Update and maintain internal databases, calendars, and case management systems with accurate transaction details.

• Oversee daily Bayonne office operations, including ordering and maintaining office supplies, equipment, and facilities in collaboration with headquarters.
• Coordinate workspace and logistical needs for new and visiting attorneys; partner with IT to ensure timely access to systems and equipment.

• Support post-closing activities, including organizing executed documents, tracking recording receipts, and distributing copies to clients.
• Ensure strict attention to confidentiality and professionalism when handling sensitive client and transaction information.

Qualifications:

• Associate’s degree or equivalent experience; prior legal or real estate administrative experience strongly preferred.
• At least three (3) years of administrative experience in a law firm, title company, or real estate office, with residential real estate exposure highly valued.
• Proficiency in MS Office Suite (Word, Excel, Outlook).
• Excellent client-facing communication skills—both written and verbal—with a professional and polished demeanor.
• Strong organizational and time-management skills with the ability to prioritize multiple closings and meet strict deadlines.
• High level of discretion, reliability, and attention to detail.
• Flexibility to occasionally work extended hours to meet closing schedules.

Compensation & Benefits: 

This position offers a salary range of $60,000 - $75,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Support staff may also be eligible for discretionary year-end bonuses and a merit-based increase. Our comprehensive benefits package includes medical, dental, vision, life and disability insurance, a 401 (k) retirement plan, paid time off, and access to additional voluntary programs. The posted salary range reflects the base pay range for this position.