Administrative Legal Operations Specialist

This role involves providing administrative and operational support to a dynamic legal team.

The successful candidate will be responsible for managing multiple workflows, deadlines, and document tracking systems.

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2. Preparation and filing of brokerage license applications and renewals across multiple states, ensuring timeliness, accuracy, and compliance with all regulatory requirements.

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3. Supporting real-time operational needs of real estate designated brokers across all U.S.-based jurisdictions, including managing broker-of-record documentation and license renewals.

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4. Conducting basic legal research using federal and state laws, regulations, and case law to support compliance efforts and internal decision-making.

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5. Preparing and filing corporate governance documentation, including state registrations, annual reports, and other filings necessary to maintain good standing in applicable states.

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6. Coordinating and filing NMLS and lending registrations, permits, and obligations with state and local regulators and agencies.

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7. Maintaining and updating internal trackers and systems related to contract status, filings, license renewals, and ongoing compliance matters.

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8. Organizing and managing legal records and documentation in both digital and physical formats, ensuring accurate, secure, and up-to-date files.

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9. Drafting basic correspondence and assisting with the preparation of legal documents under attorney supervision.

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10. Tracking and monitoring deadlines, including renewal and notice periods, to prevent lapses or non-compliance with regulatory or contractual requirements.

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11. Collaborating with internal teams and external partners to support legal workflows and the timely execution of operational tasks.

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12. Supporting responses to regulatory audits, examinations, and requests for information by gathering required documentation and coordinating with internal teams.

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13. Escalating legal or compliance issues to attorneys or senior legal staff as needed.

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14. Participating in legal team meetings and process improvement initiatives to enhance legal operations workflows.

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15. Double-checking filings and renewal schedules to prevent lapses or compliance issues and leveraging legal technology platforms (e.g., CLM systems, entity management tools, or e-filing portals) to streamline processes and improve team efficiency.

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16. Learng and applying relevant legal procedures and terminology related to real estate licensing and operations.

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17. Ensuring confidential and sensitive information is handled with the highest level of discretion and by applicable privacy standards.

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• Legal education or background, or equivalent experience in a legal, compliance, or administrative role.

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• Familiarity with legal terminology and concepts, especially related to U.S. real estate brokerage, licensing, and regulatory filings.

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• Proven ability to file license applications and renewals accurately and on time.

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• Experience or demonstrated ability to manage real estate brokers' support functions and documentation across U.S. jurisdictions.

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• Basic legal research skills and comfort navigating federal and state statutes, regulations, and case law.

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• An understanding of corporate governance requirements and experience filing state registrations or annual reports is preferred.

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• Strong attention to detail and commitment to high-accuracy administrative work.

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• Excellent organizational skills, with the ability to manage multiple workflows, deadlines, and document tracking systems.

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• Strong written and verbal communication skills in English.

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• Proficiency in Microsoft Office, especially Excel and collaborative digital tools (e.g., Asana, Google Workspace, shared trackers).

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• A self-motivated, reliable work ethic with a desire to grow in legal operations.

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This role offers an opportunity to grow within the legal field and develop valuable skills in legal operations.

The ideal candidate will have strong attention to detail, excellent organizational skills, and proficiency in Microsoft Office.

Interested candidates should submit their resume/CV and a cover letter outlining their qualifications and experience.