Real Estate Law Firm - Administrative Support - Smokeball VA

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: TYPE OF WORK

Full Time

: SALARY

$8-12 per hour

: HOURS PER WEEK

40

: DATE UPDATED

Sep 21, 2026

JOB OVERVIEW

Real Estate Law Firm Administrative Support - Smokeball

Position Overview

We are seeking a highly experienced, organized, and detail-oriented Administrative Support Professional with substantial experience working in a real estate law firm.

The most important qualification for this position is extensive proficiency with Smokeball legal practice management software. The successful candidate must be comfortable working in Smokeball throughout the entire workday and be capable of maintaining accurate, complete, and organized matters without constant supervision or follow-up.

This is a full-time position supporting a high-volume real estate practice where accuracy, organization, responsiveness, and follow-through are essential.

Primary Responsibilities

Smokeball Management – Highest Priority

Maintain and manage matters in Smokeball throughout the day.
Enter new real estate contracts and related documents promptly and accurately.
Ensure every matter contains complete and accurate client, realtor, attorney, lender, title company, and transaction information.
Save, organize, and properly associate emails and correspondence with the correct matter.
Keep all matters clean, organized, labeled, and fully documented.
Upload and organize contracts, amendments, inspection documents, closing documents, and other transaction materials.
Track matter stages, tasks, deadlines, and outstanding items.
Regularly review open matters to identify missing information or incomplete tasks.
Ensure Smokeball accurately reflects the current status of every transaction.

Real Estate Transaction Support

Provide administrative support for residential and commercial real estate transactions.
Review incoming contracts and establish matters immediately.
Track attorney review, inspection, financing, title, closing, and other important transaction deadlines.
Coordinate documentation and communication among attorneys, clients, realtors, lenders, and title companies.
Assist with engagement agreements, signatures, scheduling, and closing preparation.
Maintain accurate calendars and ensure important deadlines are properly entered and monitored.

Administrative & Communication Responsibilities

Monitor and organize incoming emails and correspondence.
Ensure emails and important communications are properly saved to the applicable Smokeball matter.
Follow up on outstanding documents and information.
Maintain accurate client and transaction records.
Complete assigned tasks without requiring repeated reminders.
Communicate promptly with attorneys and other team members regarding missing information, deadlines, or problems.

Required Qualifications

Advanced Smokeball experience is required and is the most important qualification for this position.
Substantial prior experience working with real estate transactions and/or within a real estate law firm.
Strong understanding of the lifecycle of a real estate transaction.
Experience managing a high volume of active matters simultaneously.
Exceptional attention to detail and organizational skills.
Strong email, calendar, document-management, and data-entry skills.
Ability to independently identify missing information and follow through until an issue is resolved.
Strong written and verbal communication skills.
Ability to work in a fast-paced environment while maintaining accuracy.

Ideal Candidate

The ideal candidate has already worked extensively in Smokeball and real estate law and can step into a high-volume practice with minimal software training. This individual is proactive, highly organized, comfortable managing hundreds of details, and takes pride in keeping every matter accurate, complete, and current.

SKILL REQUIREMENT

Legal Services Administrative Management Commercial Real Estate

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Real Estate Law Firm - Administrative Support - Smokeball VA

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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