Legal Administrative Assistant

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. When planning a new development, Terra takes a dynamic role with the city and neighborhood to activate its potential as a community, maximizing the way in which people are able to live and work; creating new and innovative ways for the urban & suburban landscape to evolve. The firm has cultivated a portfolio of more than five million square feet of residential and commercial real estate valued in excess of $8 billion and is active across all major real estate asset classes, including multifamily apartments, luxury condominium and single-family residences, retail and office space, hotels, and industrial properties. 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.

The 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.

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

As a team member at Terra, youll enjoy:

Career advancement and bonus opportunities.

Comprehensive benefits package, including health, vision, dental insurance, and FSA (Flexible Spending Account)

Employer-paid life and disability insurance

Employer matching 401k

Employee team building events

Company paid monthly lunches

Paid Time Off and paid Holidays