Paralegal - Real Estate/Transactions

Job Title: Paralegal - Real Estate/Transactions

Location: Ellsworth, Maine

Department: Transactions

FLSA Status: Full Time Non-exempt

About Us:

Rudman Winchell has been serving individuals, families, and businesses with dedication and care since 1917. Our culture is built on a foundation of integrity, excellence and dedication to client service. With more than two dozen attorneys, we are committed to providing the highest quality legal representation while maintaining a strong emphasis on work-life balance and community involvement. As a member of our team, you’ll have the opportunity to work alongside top-tier legal professionals in a variety of practice areas. Our diverse range of practice areas offers unique opportunities for growth, collaboration, and specialization, allowing you to further your career while making a difference in the lives of our clients and our community. Our mission is more than just practicing law – it’s about building meaningful careers and strengthening the communities we serve. 

Job Purpose:

The Real Estate/Transactions Paralegal will perform a variety of duties to assist attorneys in the transactions section, particularly real estate matters. The paralegal conducts title searches, prepares transaction documents including closing agendas, title insurance policies, and post-closing documents. 

Duties & Responsibilities:

• Conducts title searches and updates at Registries of Deeds or via County Registry websites.  
• Analyzes surveys and deed descriptions, including plotting parcels with mapping software, as required.
• Prepares title insurance reports, commitments and policies.  
• Prepares related affidavits and endorsements.  
• Obtains tax status information and other data from municipal state office as necessary. 
• Corresponds with title insurance companies to resolve underwriting matters and obtain special authorization(s), as necessary. 
• Assembles and transmits post-closing document packages to clients and other parties.
• Orders and analyzes Uniform Commercial Code (UCC) reports from the Maine Secretary of State in order to research personal property liens. 
• Coordinates UCC searches and filings both in Maine and out of state.  
• Assists attorneys and other paralegals with title matters and project requirements.  
• Attends meetings and conducts telephone and email correspondence with clients and/or other parties involved in transactions with/without attorneys involved.
• Identifies and communicates potential problems to attorney and confers with attorney regarding any legal issues which occur during project development.
• Provides back-up support for other commercial and real estate transactions paralegals and legal assistants. 
• Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system.  
• Obtains information for real estate closing statements (e.g. pay-off amounts on mortgages and liens; taxes; other fees and charges).  
• Arranges for terminations and discharges of UCC’s liens and mortgages.  
• Prepares closing statements and bank and other closing documents.  
• Develops closing agendas based on information contained in purchase and sale agreements, lender commitment letters, and other documentation and information provided by the client.  
• Coordinates closing with banks and all parties involved; arranges for all necessary funding prior to closing and prepares closing document binders.
• Drafts letters, mortgages, notes, title reports, and other documents for review by an attorney.
• Maintains computer forms library for real estate documents.
• Assists with developing and carrying out ongoing client projects such as multiple lot sales involving months of closings and document preparation.
• Additional duties as assigned.

If you're a driven legal professional with a strong foundation in business transactions and a desire to make a tangible impact, we invite you to apply. Join us in delivering exceptional legal service and shaping the future of businesses across Maine. The wage for this position will be competitive and a comprehensive benefits package will also be provided.

What We Offer:

• Competitive wage commensurate with experience
• Comprehensive benefits package, including health, dental, vision, life, disability, and 401(k)
• Opportunities for professional development, mentorship, and career growth
• A collegial and supportive work culture that values collaboration and integrity

Working Conditions & Physical Requirements:

• Full-time position based in a professional office environment. Ability to work more than 40 hours per week as necessary.
• May require occasional extended hours, including evenings or weekends, to meet client or case deadlines.
• Normal office environment with little exposure to excessive noise, temperature and the like.
• Extensive walking may be required, depending on attorney requirements.
• This position requires one to lift under 10 pounds on a consistent basis and occasionally up to 25 pounds.
• Must be able to work at a computer for extended periods, including reading and drafting lengthy legal documents.
• Ability to move throughout the office to interact with colleagues and access files or office equipment.
• Ability to travel to private and public buildings locally and statewide via private or public conveyance to attend to client needs on legal matters.
• Must be able to communicate effectively in person, over the phone, and in writing.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Skills & Qualifications:

• Knowledge of legal principles, practices and terminology for real estate, plus at least five years of real estate / transaction experience as a paralegal or legal assistant is preferred.
• Excellent keyboarding skills and at least intermediate level knowledge/experience with Microsoft Office, document management and time-keeping applications.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Strong attention to detail and organizational skills.
• Ability to manage multiple matters and deadlines simultaneously.  
• Professionalism and interpersonal skills to interact effectively with clients, colleagues, attorneys, and other parties. 
• Ability and willingness to work, on occasion, different hours (8:00 to 5:00 is the standard) or more than 40 hours per week.
• Ability and willingness to attend professional organization events and seminars to keep abreast of new legal developments.
• Ability and willingness to travel to private and public buildings, locally and statewide, via private or public conveyance to assist attorney in attending to client needs on legal matters.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.