Cass & Bishop Burlington, Ontario, Canada
Jul 31, 2017Full time
Cass & Bishop is a growing law firm that has been proudly serving the Halton and Hamilton region since 1958. Practice areas include Real Estate (residential and commercial), Business Law, and Estate Law. The firm takes pride in fostering a positive and modern work environment. We employ approximately 25 people. The firm is conveniently located just off the QEW, between two major highway exits, in the heart of Burlington's business district. Real Estate Law Clerk / Legal Assistant (Permanent) Legal Assistant is an important position at Cass & Bishop. As a Legal Assistant in the real estate department, you will work under the supervision of lawyers and a real estate manager, preparing and organizing legal documentation for one of the largest transactions a person can make in their lifetime—the purchase or sale of a home. The firm processes a high volume of real estate transactions (approximately 25 real estate transactions per legal assistant, per month, during busy months, which are typically June through August). Daily tasks depend on the mixture of purchase, sale, and refinance files received by the office. See the detailed job description, below, for a full list of tasks. Please include the following in your cover letter: Whether your real estate experience includes having worked on whole or part of real estate transactions The typical number of real estate transactions you have personally completed, in the past, in one month The maximum number of real estate transactions you have personally completed, in the past, in one month A list of the tasks in the detailed job description below that you have not done (please note that tasks that are not included in your list will be considered familiar to you and you will be expected to perform these tasks without training, on your first day) Applicants who do not include the information above will not be considered. Detailed Job Description Service-specific Tasks Purchase Files Receiving purchase files from managers Entering file data into Conveyancer® Verifying property tax information Providing files to lawyer to complete property search within deadlines Submitting requisitions within deadlines to other solicitor(s) Completing other documentation to prepare files for closing, including Mortgage documents Acknowledgements Directions Notifying utilities of transaction closing Obtaining accurate and detailed insurance information Providing accounting department with required directions Completing transaction on closing date Notifying client that the transaction is complete and confirming availability of keys Completing electronic mortgage report (e.g., Stewart Assyst) Sale Files Obtaining required loan number Ordering discharge statement(s), including Mortgages Line of credit Notice of security interest Assigning hot-water heater rental (if applicable) Preparing required documents, including Property transfer Directions Statement of adjustments Standard vendors’ documents Notifying utilities of pending transaction Completing transaction on closing date Completing powers of attorney or survivorship application (if applicable) Notifying client that transaction is complete Paying real estate commission, mortgage, and any other debts (if applicable) Notifying tax department of ownership change Refinance Files Reading mortgage instructions to ascertain if debts are to be paid Obtaining all required statements, including Debts Mortgages Determining if credit cards and line(s) of credit are to be paid and/or closed Preparing mortgage documents, including Mortgage documents Acknowledgements Directions Obtaining tax status and insurance information Ensuring that any lender/broker fees are paid Completing required Law Society forms (if private mortgage) Common Real Estate Tasks Communicating with lawyers and managers Following directions for file completion Completing files on short notice (when required) Corresponding with other solicitors Booking appointments with clients Submitting files for reporting Benefits After 3-months Employmeny (permanent position only) Enrolment in health plan Corporate health club membership Required Knowledge First-hand knowledge of how to process a real estate transaction, independently Required Skills Microsoft Office (Outlook, Word, Excel) Do Process Conveyancer® Teraview® Time management Disciplined data entry Typing Advanced reading comprehension, spelling, and grammar Email and telephone etiquette Customer service Required abilities Excellent memory for client information (names, places and dates) Sensitivity to the needs of clients and co-workers Required Education / Experience Applicants need to meet at least one of the following requirements to be considered for this position: At least one year of previous employment at a law firm Earned a degree or diploma in the legal field from a recognized academic institution Other Requirements : Experience with multiple deadlines Working knowledge of title search Tools and Equipment Used Avaya telephone system Computer Workstation with Microsoft Windows Operating System (XP/7) Microsoft Office Software (Outlook, Word and Excel) Canon Multifunction Copiers ESI Law (Legal Time and Billing Software) Teraview® Do Process Software (The Conveyancer®) Work Environment Offices renovated in 2013 with a bright and open concept Work is done seated in an ergonomic chair (ergonomic keyboard and mouse are optional) Office temperature is around 20°C Work Demands Work hours are 9:00 AM – 5:00 PM One-hour lunch break Two 15-minute breaks On-the-job Evaluation The incumbent will be evaluated on the following: Correctness of names, numbers, dates and addresses (i.e., attention to detail) The degree to which transactions are free of errors The degree to which lawyer/manager instructions are followed Diligence in completing files Taking notes of procedures and keeping organized Communicating with co-workers and clients in a professional manner Knowing when to ask others for help or advice Client feedback Time docketing Résumés will only be accepted by email or internet submission. Applicant information submitted will be verified. Providing false information at any point will be grounds for dismissal. We look forward to hearing from you.