The Administrative Assistant will provide administrative and legal support to lawyers handling residential and commercial real estate transactions. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple files in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

Responsibilities to include the following, but not limited to:

Real Estate Transaction Support

Open, organize, and maintain real estate files from intake through closing

Prepare and process legal documents related to residential and commercial real estate transactions, including: Agreements of Purchase and Sale, Transfer/Deed documents, Mortgage and refinancing documentation, Statements of Adjustments, Reporting letters, Closing documentation

Conduct title and off-title searches as required

Review title searches and identify issues requiring lawyer review

Prepare and coordinate closing packages for buyers, sellers, lenders, and financial institutions

Assist with registration and filing of documents through applicable land registration systems

Coordinate transaction timelines to ensure all deadlines are met

Client & Stakeholder Communication

Act as a primary point of contact for clients, real estate agents, mortgage brokers, financial institutions, and opposing counsel

Schedule appointments and meetings for document execution and transaction closings

Respond to client inquiries and provide updates on file status

Collect and verify required documentation from clients and third parties

Administrative Support

Maintain accurate file records and electronic document management systems

Draft correspondence, legal documents,



and reports

Manage lawyer calendars and critical transaction deadlines

Prepare invoices, trust documentation, and closing accounts as required

Ensure compliance with firm policies, legal requirements, and confidentiality standards

Compliance & Quality Assurance

Verify file completeness and accuracy prior to closing

Assist with anti-money laundering compliance requirements and client identification procedures

Ensure all transactions comply with applicable legislation, regulatory requirements, and firm standards

Maintain strict confidentiality regarding client information and legal matters

Qualifications

Legal Assistant Diploma, Law Clerk Diploma, Paralegal Diploma, or equivalent combination of education and experience.

Minimum two (2) years of experience as a Legal Assistant, with a strong focus on real estate law.

Experience supporting residential and commercial real estate transactions.

Familiarity with land title registration processes and real estate closing procedures.

Proficiency with Microsoft Office Suite (Word, Outlook, Excel).

Experience using legal practice management software.

Strong document preparation and proofreading skills.

Exceptional organizational and time management skills.

Robust attention to detail and accuracy.

Ability to prioritize and manage multiple files simultaneously.

Excellent verbal and written communication skills.

Professional, client-focused approach.

Ability to work independently and collaboratively within a team environment.

Strong problem-solving and critical-thinking abilities.

High level of integrity and discretion when handling confidential information.

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📌 Administrative Assistant – Legal (Ontario)
🏢 Goudreau Personnel by Swinton
📍 Ontario