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Legal Administrative Assistant

Posted on Sep 11, 2021 by CIRE INVESTMENT SERVICES

San Diego, CA 92101
Admin & Secretarial
Immediate Start
Annual Salary

CIRE Equity is an entrepreneurial, growth-oriented company focused on the creation and preservation of wealth through targeted investments in commercial real estate in the Western United States.

We are passionate about real estate, dedicated to hard work and strive for excellence in everything that we do. We value our employees and aim to create a fun, merit-based environment that encourages hard work, creative thinking, and high-quality performance. We foster persistent improvement, and we are seeking likeminded individuals who share our attention to detail and passion for excellence to join our growing team.


Reporting to the Transaction Manager, a successful candidate will exercise sound judgment while providing a high-level of support for the legal department to manage all aspects of transactions, contracting, and compliance. The position will interact and collaborate within the organization as well as with external parties to ensure timely execution of assigned responsibilities.


Transactions (Acquisitions, Dispositions, Refinance)

  • Complete administrative related documents for transactions (1099S, 593, escrow closing docs, draft estoppels, etc.).
  • Coordinate document signings with Notary and Executives.
  • Third Party Reports - obtain quotes from various vendors, order reports, manage and coordinate delivery of reports, and coordinate payment to vendors.
  • Organizational Charts - maintain organizational charts as we acquire/sell properties.
  • Perform research and analysis for transactions.
  • Create and organize filing in SharePoint and Microsoft Teams.
  • Distribute key dates to all stakeholders calendars.
  • Organize due diligence interviews/calls and coordinate logistics. These include broker interviews, tenant interviews, seller/buyer interviews, lender interviews, etc.
  • Provide the marketing team with basic due diligence for broker marketing packages as part of the disposition process to kick off the Offering Memorandum creation.
  • Assist in the coordination with external parties related to the opening and closing of a transaction including but not limited to working with Seller/Buyer, escrow, title, tenants, vendors, and internal stakeholders.
  • Managing checklists related to transactions to ensure compliance and all needs are met to close on transactions.
  • Assist in the any other aspects related to transactions as directed by the Transaction Manager.


  • Leasing -coordinate lease/guaranty execution and send out portfolio announcements, reviewing lease summaries for accuracy, administer the leasing tracking system.
  • Process lease option exercise notices.
  • Coordinate and manage the checklist for all lease assignments.
  • Coordinate execution of construction contracts.
  • Assuring that all construction exhibits (plans, drawings, specs) are incorporated into the final PDF version.
  • Coordinate execution/notarization of other operational contracts (listing agreements, corporate contracts, etc.).
  • Draft basic temporary license agreements for paralegal review and coordinate execution.
  • Create lease slip sheets and ensure copy of revised/corrected lease is sent to Tenant.
  • Setting up documents ready for execution in e-signing format.
  • Consistent and persistent follow through to ensure all contracting documents are received and executed.


  • Entity Compliance - register and cancel entities as needed (currently 67 entities registered in various states), file annual reports, pay all applicable fees to each state, manage entity compliance spreadsheet, file entity docs within CIRE folders, credit card reconciliation.
  • Review, understand, and interpret laws, rulings, and regulations in legal documents.
  • Filing requests for approvals (lease, CC&Rs, dispositions, etc.).
  • Filing privilege taxes and payments monthly (Arizona, Hawaii).
  • Serve as certificate of Insurance compliance coordinator.

Legal Administrative Miscellaneous

  • Compile, proofread, and revise drafts of legal documents and reports.
  • Obtain relevant information from other organizations or agencies.
  • Prepare and format legal and management reports.
  • Maintain and update tracking systems.
  • Ensure efficient and effective administrative information and assistance.

Office Administrative Miscellaneous (

  • Manage company calendar and executive meetings.
  • Coordinate corporate travel.
  • IT coordination.
  • Office coordination: order office supplies, manage FedEx shipping for bill backs, and mail distribution.
  • Create and submit expense reports.
  • Ensure efficient and effective administrative information and assistance.

Other duties and projects as assigned.


Position reports directly to:

  • Transaction Manager

Secondarily reports to:

  • General Counsel


  • Meet transaction deadlines.
  • Ensure 100% completion of checklists.
  • Meet turn around timeframes set for contracting protocols.
  • Files are well organized and accessible.
  • 100% Entity Compliance.


  • Possess a self-motivated, analytical, inquisitive, passionate, and humble mind set.
  • Strong emotional intelligence which includes effective interpersonal skills.
  • Ability to maintain a high degree of accuracy and attention to detail is key to being successful: interpreting legal documents, in communications and logistics, in project management tasks, etc.
  • Effective organization skills both with process and people.
  • Effective project management and planning skills to meet deadlines while maintaining high quality work in a fast-paced environment.
  • Possess collaborative mindset and act as an effective team player.
  • Effective communication skills, both written and verbal.
  • Ability to thrive in a fast-paced and ever-changing environment.


  • 2+ years of experience in a legal assistant, legal clerk, or similar position.
  • Bachelor's degree in a related field is desirable.
  • Experience in either real estate, legal or title/escrow environment is preferred.
  • Paralegal certificate is preferred, though not required.
  • Intermediate to advanced computer skills, including proficiency with MS Office suite (Excel, Word, etc.), file management software/systems, video conference tools (i.e. Zoom, Teams, etc.), and ability to quickly learn new programs.

  • Location: Desired location is San Diego/San Diego County, however the company has operations in Los Angeles and Phoenix, AZ and candidates in this area are encouraged to apply as well.

  • Work Environment: the company is currently working primarily remote, however is planning to have people back in the office in some capacity as pandemic restrictions ease. The company is evaluating flexible work arrangements long-term, though candidates should expect to spend some portion of their work time in the office.


Reference: 1318082575

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