Project Assistant

OVERVIEW

A growing law firm is looking to add a Contract Project Assistant to their team in Austin, Tx. This position is onsite daily from 9:00 a.m. to 5:00 p.m. and is designed to provide comprehensive administrative and operational support to the Construction Contracts Attorney, the Contracts Administrator, and the Legal Assistant team. The role serves as a key resource in ensuring the smooth coordination of construction contract matters by assisting with document preparation, organization, and management;

maintaining accurate records and contract files; facilitating communication across internal teams; and supporting day-to-day legal and contractual processes. The ideal candidate will be highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities while contributing to the overall efficiency and effectiveness of the legal department.

• Monitor “Construction Contracts” email inbox for new and pending assignments
• Independently validate bonds and review insurance for compliance with construction contract terms
• Follow-up with internal and external contacts on the status of negotiated contract modifications, including the status of related bond and insurance modifications for compliance with contract
• Independently review submitted service agreements to approved forms
• Independently provide feedback to external consultants when proposed agreements do not align with the current negotiated forms
• Independently draft, revise, prepare and edit proposed agreements and documents, including track changes, styles, and formatting as requested
• Gather copies of required documents from other departments within the Firm as needed for review of contracts submitted to the Construction Contracts Review email Inbox
• Workshare compare proposed contracts to approved forms and note any discrepancies for Attorney review
• Work with Attorney on revising and editing proposed and form contracts
• Follow-up with internal departments and external consultants on the status of contract modifications and schedule conference calls when needed for negotiation of contract terms with clients’ consultants
• Assist Attorney with creation of notice of default of contract letters and termination of contract letters
• Assist Attorney with gathering and producing client documents to outside litigation counsel
• Assist with class-action litigation submissions for participating clients
• Organizing documents prior to and following board meetings (including printing, making copies for distribution, preparing documents for signature, etc.)
• Review and edit documents, including track changes, styles, and formatting
• Researching client records, gathering, summarizing and analyzing data and information
• Routine updating of client reference information, including custom tabs, organizational charts, directories, and calendars
• Independently follow-up on pending/assigned items with limited supervision
• Prioritizing multiple short term and long term tasks and projects
• Preparing routine and form correspondence and legal documents
• Recording and filing of client documents
• Coordinating with clients, consultants, and other firm personnel, including scheduling of meetings and conference calls
• Develop an understanding of the Contracts Attorney’s needs and responsibilities on a client-by-client basis
• Other duties as assigned

• Strong proficiency with Microsoft Outlook calendaring, Word 2013, and Excel
• Strong writing skills a must
• Strong proof reading skills a must
• Experience with proofing and editing documents
• Strong oral and written communication skills (emphasis on grammar, spelling, writing skills)
• Experience with Workshare a plus
• Experience with positions that are heavy deadline driven
• Ability to work independently on multiple projects

• Associates degree required
• 3-4 years’ full time employment experience in a professional office environment
• Strong proficiency with Microsoft Office and Excel
• Excellent verbal and written communication skills
• Ability to learn quickly, prioritize daily work, manage multiple, simultaneous deadlines and multi-task
• Above-average organizational skills
• Must be resourceful and able to problem solve independently