Legal Administrative Assistant

About Us:

The Madison Group is a widely diversified real estate and land development company with extensive experience in building master- planned communities, low-rise and high-rise residential projects and also operates a substantial portfolio of retail, commercial and industrial projects.

For over 55 years, Madison Group has built its foundation on integrity and innovation and our commitment to our customers is our foremost priority. Madison Group focuses on creating quality homes & residences in desirable areas firmly rooted in a sense of community. Our reputation is defined by the talent, dedication, and passion of our team. For further information, please refer to Madison Homes’ website at MadisonGroup.ca

The Role:

The Legal Administrative Assistant supports the Director, project coordinators and senior management in Company’s real estate division with new builder sales of low-rise and high-rise and condominium projects. This position will involve administrative and general office duties and support in the day-to-day operation of the legal department. There is a customer care component to this role and the candidate should have strong skills in this area.

Primary Responsibilities:

• Prepare and manage new home sales files; correspond and coordinate with internal and external partners from transaction start to finish
• Prepare/draft/revise standard documents and correspondence from oral or written instructions including letters, memos, agreements, copy typing, editing and preparing black lining as necessary
• Assist with sales transaction including reviewing/drafting purchase and sale agreements, amendments, extension letters; monitoring critical dates and bring forward system; prepare and review statement of adjustments, closing deliveries, document packages for closings, prepare expense/cheque requisitions
• Prepare deposit trust reports, sales summaries, critical date lists, data entry into electronic management database (e.g., Newstar/Constellation, Salesforce, Builderlynx, H.O.M.E.S)
• Communicate and coordinate with purchasers, outside counsel, site service personnel, utility providers, government offices, real estate agents and other parties as required to ensure required actions are completed in a timely manner
• Schedule appointments and prepare necessary materials for meetings as required
• Perform various administrative tasks including printing, photocopying, scanning, electronic filing using internal document and database systems, mail, organize reference materials, maintain filing system; telephone calls, respond to emails; handle routine client inquiries (internal and external)
• Provide assistance to others during absences as needed; assist with other company projects, activities and events as needed

Qualifications:

• A legal assistant certificate/diploma from a recognized post-secondary institution would be an asset
• 3-5 years of administrative/legal assistant experience within a law firm or real estate company or developer
• Strong knowledge of basic legal concepts, principles, and terminology; understanding of statutes and legal documentation
• Apply strong proofreading and editing skills to documents and correspondence
• Excellent technical proficiency in Microsoft Office applications (MS Word, PowerPoint, Excel, Outlook) as well as experience working in document management
• Ability to work overtime to meet client demands, when required

We are committed to providing accommodations for people with disabilities. Accommodations are available upon request to ensure that we meet your needs.

We thank all candidates for your interest in the role and your application. Only candidates that fit all of the required skills and qualifications will be contacted directly.