Legal Administrative Assistant

About the role

Harbor Group Management Company is a multi-billion dollar real estate investment and property management firm. As we continue to grow, we are looking for passionate, goal oriented, creative individuals with an entrepreneurial spirit and great communication skills. Harbor Group is dedicated to outstanding customer service and providing exquisite living experience for our residents. Legal Administrative Assistant LOCATION: Onsite Norfolk, VA Corporate Office HOURS: Part-time (20 hours per week) Job Summary: The Legal Administrative Assistant provides day-to-day administrative support to HGMC's in-house attorneys and paralegals. Working approximately 20 hours per week from our Norfolk corporate office, this team member keeps the department running: managing incoming correspondence, coding and processing invoices, coordinating time-sensitive deliveries, and assembling closing packages for real estate transactions. This is a detail-driven role where accuracy and discretion matter. Privileged and confidential information passes through this desk every day, and the person in this seat is trusted to handle it appropriately. The position is well suited to someone seeking meaningful part-time work in a professional environment, including candidates pursuing paralegal certification or legal studies. Responsibilities: Correspondence & Document Management ▪ Open, scan, and distribute incoming mail to the appropriate attorney or paralegal each business day. ▪ Save and index scanned correspondence to the department's electronic filing structure. ▪ Prepare and coordinate overnight packages, courier requests, and time-sensitive document deliveries. ▪ Track outgoing shipments and confirm receipt of executed documents. ▪ Maintain organized physical and electronic files for department records. Invoice Coding & Processing ▪ Code incoming legal invoices to the correct matter, entity, and general ledger account. ▪ Route invoices for attorney review and submit approved invoices for payment. ▪ Track invoice status and follow up on outstanding items with outside counsel and Accounts Payable. ▪ Maintain billing records for outside counsel and department vendors. Closing & Transaction Support ▪ Copy, organize, and assemble closing packages for acquisitions, dispositions, and financings. ▪ Prepare signature packets and coordinate document execution. ▪ Compile and index closing binders in both physical and electronic formats. ▪ Support the paralegal team with document collection and organization ahead of closing deadlines. Department & Team Support ▪ Provide general administrative support to the paralegal team and department initiatives. ▪ Order and maintain department supplies and office materials. ▪ Schedule meetings and reserve conference space as requested. ▪ Handle privileged and confidential information with discretion at all times. Qualifications: Required ▪ High school diploma or equivalent. ▪ One or more years of administrative, clerical, or office support experience. ▪ Strong attention to detail and accuracy, particularly when working with numbers and documents. ▪ Proficiency with Microsoft Outlook, Word, and Excel. ▪ Demonstrated ability to handle privileged and confidential information with discretion. ▪ Strong organizational skills and the ability to manage competing deadlines. ▪ Reliable on-site availability of approximately 20 hours per week during standard business hours. ▪ Ability to lift and move document boxes weighing up to 25 pounds and to operate standard office equipment. Preferred ▪ Prior experience in a law firm, corporate legal department, or title or real estate closing environment. ▪ Familiarity with invoice coding, accounts payable workflows, or matter management systems. ▪ Coursework toward a paralegal certificate or a legal studies degree. ▪ Experience with document management or electronic filing systems. #LI-TB1 WHAT WE OFFER: • Competitive Salaries & Bonuses • Medical, Dental & Vision Plans • 401(k) Plan with Employer Matching Contributions • Paid Time Off (PTO) & 10+ Paid Holidays • Paid Parental Leave • Paid Birthday Off (Multifamily) • Flexible Spending Accounts • Company-Paid Long-Term Disability • Company-Paid Life Insurance • Short-Term Disability • Health Savings Account with Employer Contributions • Pre-Tax Commuter Benefit (Corporate) • Wellness Perks • FinFit Financial Wellness Program • Legal Resources • Employee Apartment Discount • Employee Referral Program • Employee Assistance Program • Tuition Reimbursement • Insta Pay Eligible • Volunteer & Community Service Opportunities • Employee Recognition & Awards Benefit eligibility will be determined at the time of hire. Eligibility for certain benefits may vary based on position, location, hours worked, and other qualifying criteria. Veteran Friendly This pre-employment application will be given every consideration, but its receipt does not imply that the applicant will be employed. Each question should be answered in a complete and accurate manner as no action can be taken on this application until all questions have been answered. Harbor Group Management is proudly an Equal Opportunity Employer EOE/M/F/D/V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.