Real Estate Construction Project Assistant

Join our Construction Real Estate Practice Group Team as a Project Assistant located in our Miami office.

We are seeking a highly organized professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success, anticipating needs, and providing strategic solutions. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role will be based in our Miami office on an 5 day in-office basis. Daily in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary

The Project Assistant provides support primarily to paralegals and legal support specialists within the Construction Real Estate Practice Group, with indirect support to attorneys. This role focuses on document management, transaction coordination, and administrative support, particularly in construction-related real estate and litigation matters. Candidates should also be flexible to work overtime as needed.

Key Responsibilities

• Manages the storage and organization of documents in iManage in collaboration with the legal team.

• Reviews and documents daily correspondence scanned by the Office Services team in iManage.

• Maintains case and transaction-related document databases pursuant to department standards; updates physical files as necessary.

• Assists in organizing and maintaining files in the transaction and closing "war room" for real estate construction projects.

• Prepares and organizes closing binders and due diligence materials for real estate transactions.

• Assists in tracking and maintaining project timelines, contracts, permits, and regulatory compliance documentation.

• Coordinates with external vendors, couriers, and government offices to ensure timely filing and delivery of required documents.

• Acts as a runner for time-sensitive tasks, including the procurement of checks for Notices of Bond and Notices of Commencement, often coordinating with couriers to meet deadlines.

• Works with extranet sites, downloading and storing data using established naming conventions.

• Creates indices of documents per provided examples.

• Provides clerical support to paralegals, including assistance with binder preparation and administrative tasks.

• Assists with legal and administrative projects, department duties, and special projects as assigned.

• Proficient in creating PowerPoint presentations and Excel spreadsheets to support project tracking and presentations.

• Uses Microsoft Office Suite and other firm software applications to complete tasks efficiently.

• Opening matters new matters.

• Maintaining Construction Team’s Client Matter List.

• Monitoring Deadlines and Circulating Reminders.

• Working on all aspects of Notices of Commencement including recording with various counties.

• Organizing iManage Folder Structures.

Qualifications

Skills & Competencies

• Strong critical thinking, research, and analytical skills, with the ability to summarize issues clearly in writing.

• Highly organized with excellent attention to detail.

• Strong interpersonal skills with the ability to establish and maintain effective working relationships across all levels of the organization.

• Self-starter who can work independently with minimal supervision.

• Ability to manage multiple priorities and work under pressure to meet strict deadlines.

• Professional demeanor, communication skills (written and verbal), and presentation.

• Systems-oriented mindset with the ability to maintain and create processes for efficient workflow.

Education & Prior Experience

• Bachelor’s Degree or equivalent experience preferred.

• Prior real estate or litigation-related legal experience preferred.

Technology

• Advanced proficiency with Windows-based software and Microsoft Word, Excel, Outlook, and PowerPoint required.

• Experience with Adobe Acrobat and document management systems such as iManage preferred.

• Exceptional ability to learn new software applications quickly.

• Understanding of AI capabilities, limitations, and responsible use in a professional environment.

• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.