Legal Administrative Assistant

Terra Description

Terra, the award winning, Miami-based real estate development company carefully chooses projects that have a positive impact on their surroundings and, by extension, on the people who live there. Terra has achieved international acclaim for its commitment to design excellence, resiliency measures, and sustainable development and has been continuously transforming South Florida into the prosperous metropolis we know today.

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Job Overview

The Entry-Level Legal Administrative Assistant provides administrative and organizational support to the Legal Department. This role focuses on document management, tracking, coordination, calendaring. And internal process support, with all substantive legal work performed under attorney or senior paralegal supervision.

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General Responsibilities

Corporate Administration & Entity Support

• Track annual reports, business licenses, and renewals and flag upcoming deadlines for review by senior legal staff.
• Assist with registered agent administration, including logging notices, invoices and correspondence.
• Save, label and file corporate documents in accordance with Legal Department naming and filing conventions.
• Assist with entity formations and dissolutions by preparing administrative filings using approved templates and checklists.

Document Management and Legal Administration

• Receive, log, save, and distribute legal documents upon receipt.
• Assist with execution of documents, including coordination of signatures, notarizations, and delivery.
• Maintain electronic and hard-copy legal files.
• Support document compilation for internal review, audits and external requests.
• Maintain version control and proper labeling of documents.
• Maintain internal databases and shared drive with updated entity and compliance checklists.
• Assist with tracking legal expenses, per project, by categorizing the expense, the budget, and notes on why a few may be higher or lower per project.
• Assist with creating a legal expenses database to assist the Legal Department in tracking and budgeting expenses and estimating new legal costs for new and upcoming projects.

Contract & Tracker Support

• Assist with contract administration, including:
• Logging agreements into legal trackers
• Tracking execution status and outstanding items
• Filing fully executed agreements
• Populate and maintain legal trackers for contracts, matters, deliverables and deadlines.
• Coordinate with internal teams to obtain missing information or documents needed for completion.
• Escalate delays or missing items to senior legal staff.

Litigation and Claims Administrative Support

• Assist with all litigation and claims tracking, including discovery, under senior paralegal, or attorney supervision.

Construction and Development

• Assist with filing and tracking certificates of use, business tax receipts, and permits for project sites, sales center, and main office.
• Schedule inspections and coordinate administrative submissions with municipalities.
• Track and submit invoices for legal-related services for processing.
• Liaise with project teams to gather information and provide status updates as directed.

Calendar and Coordination

• Assist attorneys and senior paralegal with:
• Calendaring deadlines
• Scheduling meetings and calls
• Coordinating internal and external participants
• Monitor shared calendars and notify legal staff of upcoming deadlines or conflicts.
• Ensure follow-up on assigned administrative tasks.

General 

Support Legal Department initiatives including:

• Process improvements
• File clean-ups
• Data organization projects
• Assist with company-wide legal notices and administrative communications.
• Provide backup administrative support as needed.
• Perform other administrative and clerical duties as assigned.

The company reserves the right to add or change duties at any time.