About the Role:
The Legal Assistant plays an important and valued role in the day-to-day success of DEEDED’s operations. This position supports the smooth and efficient progression of real estate transactions by ensuring files are onboarded accurately, documentation is organized, and workflows move forward in a timely manner.
Working closely with all stakeholders, the Legal Assistant contributes to the structure and coordination required to deliver consistent, high-quality service. This role is often involved at the earliest stages of a transaction, helping set files up for success and supporting the team throughout the lifecycle of each deal.
This position offers hands-on exposure to real estate transactions and operational workflows, making it a strong opportunity to build foundational knowledge in a legal environment. Supported by clear processes, modern systems, and an experienced operations team, the Legal Assistant develops practical skills that support both immediate contribution and long-term professional growth.
This is a detail-oriented, collaborative role well suited for someone who values organization, takes pride in supporting others, and is motivated to grow within a hybrid work environment that balances independent work with team collaboration and learning.
Key Responsibilities:
- Open and onboard new real estate files using internal platforms and systemsGather clients and deal details from multiple channels,and ensure information is accurately entered into conveyancing systems, (including entering Req dates)
- First point of contact for broker/real estate, and clients.
- Complete initial data entry for purchase, sale, and mortgage files, including inputting lawyer and solicitor details where required.
- Send intake packages to clients and confirm receipt of files with partners through the multiple platforms.
- Transfer notes and relevant information into conveyancing platforms and exit the onboarding process once files are fully opened and assigned.
- Monitor and action internal channels related to incoming deals, client intake, document uploads, and clerk requests throughout the day.
- Claim, prioritize, and complete assigned tasks within established timelines.
- Review identification and documents uploaded by clients to ensure validity and completeness.
- Receive discharge or charge for closed files and save to registration folders(ensuring number is saved in file accurately)
- Conflictchecks for Transaction Matters using Accounting System , Conveyance System , Communication System
- Ensure all required documentation is collected, uploaded, and accessible to support file progression.
- Ensure mortgage file closing dates are scheduled appropriately (e.g., minimum lead time requirements).
- Request payout statements and postponements from financial institutions as required to support timely closings if needed.
- Follow up on outstanding payout statements and postponements upon request from clerks or paralegals if needed.
- Prepare final bank reports following closing, in accordance with internal timelines and requests.
- Monitor incoming faxes, emails, and phone lines to ensure timely review, delegation, and response.
- Coordinate closely with clerks, paralegals, and team leads to support smooth workflows and proactively address issues.
Qualifications / Experience:
- Experience in a legal, real estate, or administrative support role is preferred.
- Familiarity with real estate transactions or conveyancing processes is an asset.
- Experience working with workflow tools, document management systems, or task-based platforms is an asset.
Skills:
- Strong administrative and organizational skills.
- Strong attention to detail and ability to manage high volumes of information accurately.
- Comfort working across multiple systems, platforms, and communication channels.
- Ability to prioritize tasks and manage competing deadlines.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Clear, professional communication skills.
Success in This Role Looks Like:
- Files are onboarded accurately and efficiently and within the 1hr of receiving, with complete and reliable information. Less than 3% margin errors overall.
- Documentation is organized, timely, and easily accessible for clerks and paralegals.
- Tasks are completed within required timelines, supporting smooth file progression.
- Internal communication channels are monitored effectively, with issues addressed promptly.
- The operations team has the files prepared, allowing them to focus on closing execution.
- Workflows remain consistent, organized, and scalable as volume increases.
Pay: $42,000.00-$50,000.00 per year
Work Location: Hybrid remote in Mississauga, ON L5N 1V8
