Paralegal Virtual Assistant

Paralegal Virtual Assistant

Position Overview:
Our company is specializing in commercial and residential real estate
transactions and corporate law, is seeking a Paralegal Virtual Assistant to provide comprehensive administrative and paralegal support. This is a remote position ideal for a detail-oriented professional with strong organizational skills and a willingness to learn.

Primary Responsibilities:
Real Estate Transaction Support

• Manage document preparation and review for real estate closings
• Draft closing statements
• Coordinate with title companies, lenders, and other parties to gather necessary documentation

and schedule closings

• Track critical dates and deadlines for contract contingencies, financing commitments, and closing dates
• Organize closing binders and maintain transaction checklists
• Ensure all required documents are properly executed and recorded Corporate and LLC Management
• Draft basic operating agreements, membership certificates, and corporate resolutions
• Prepare meeting minutes
• File formation documents with the state
• Obtain EINs (Employer Identification Numbers)
• Manage amendments to articles of organization or incorporation
• Maintain entity database tracking ownership structures, registered agents, and formation dates

Document Management and Comparison

• Compare contract versions to identify changes between drafts (lease amendments, purchase

agreements, loan documents)

• Use redlining tools to create blacklined versions showing all modifications
• Organize matter files both physically and digitally using consistent naming conventions and folder structures
• Use AI tools for assistance with all matters handled

Communication and Coordination

• Handle client intake and schedule consultations
• Maintain attorney's calendar
• Coordinate with opposing counsel, brokers, lenders, and other parties
• Draft routine correspondence and send document requests
• Follow up on outstanding items

Lease and Contract Administration

• Track lease terms, option dates, and renewal deadlines
• Prepare lease abstracts summarizing key terms
• Calculate rent escalations and CAM (Common Area Maintenance) charges
• Draft lease amendments, estoppel certificates, and subordination agreements

Financial and Administrative Tasks

• Prepare invoices and track payments
• Follow up on outstanding accounts receivable
• Prepare retainer agreements

Required Skills and Qualifications
Essential:

• Willingness to learn
• Familiarity with Microsoft Word, particularly Track Changes feature
• Familiarity with Microsoft Excel
• Familiarity with Microsoft Outlook and calendar management

Preferred but Not Essential:

• Experience in real estate transactions in New York City and New Jersey (training will be provided to the right candidate)
• Some experience using AI for document management, document comparison, and document

drafting

Work Environment

• Fully remote position
• Must have reliable internet connection and appropriate workspace for handling confidential legal matters

Schedule: Eastern Time Zone (part-time moving forward to full-time)
Salary: Depending on skills, competency and experience.