Hiring Commercial Real Estate Paralegal in Louisville

Based in downtown Louisville’s bustling Fourth Street district, our client is a well-established full-service commercial real estate law firm serving regional and national clients across property acquisition, development, leasing, land use, and commercial lending matters across Kentucky and the greater Midwest. Partnered with Randstad USA to identify qualified talent, we are currently seeking a detail-oriented Commercial Real Estate Paralegal to join the firm’s high-volume transactional team, supporting attorneys on a portfolio of 30+ active commercial property deals at any given time, including office, retail, industrial, and multifamily asset transactions.

In this role, you will serve as a key support point for the firm’s transactional attorneys, managing end-to-end administrative and preparatory work for deals ranging from $500,000 to $25M in total value. Your core responsibilities will include:
1. Preparing, reviewing, and finalizing core transactional documents including purchase and sale agreements, commercial lease agreements, property deeds, title insurance commitments, closing statements, and lender documentation, ensuring 100% compliance with Kentucky state real estate regulations and firm quality standards, with a target of supporting 15-20 active deal milestones per quarter.
2. Conducting comprehensive due diligence for all new transactions, including reviewing title reports, ALTA surveys, zoning compliance records, Phase I environmental assessments, HOA governing documents, and property tax records, flagging discrepancies, title defects, or risk items to the assigned attorney within 24 business hours of receipt.
3. Coordinating all logistics for property closings, including scheduling closing dates with buyers, sellers, commercial lenders, title insurance agents, and county recording offices, tracking all pre-closing requirements via the firm’s project management system to ensure 98% of scheduled closings proceed on time with no last-minute delays.
4. Maintaining organized, audit-ready physical and digital case files for all active transactions in the firm’s Clio practice management platform, ensuring all documents are uploaded and categorized within 2 business days of receipt, and easily accessible for attorney review, client requests, and regulatory audits.
5. Communicating proactively with clients, commercial real estate brokers, lenders, and county clerk office staff to provide regular status updates on transactions, responding to routine inquiries within 4 business hours during business days, and escalating urgent matters such as title defects or closing delays to the assigned attorney immediately.
6. Performing conflict checks for all new client and matter intakes, cross-referencing client, party, and property information against the firm’s existing client roster to identify potential conflicts of interest within 1 business day of intake, per Kentucky Bar Association requirements.
7. Assisting with the preparation, electronic filing, and follow-up of required real estate documentation with Jefferson County and surrounding county clerk offices, tracking filing confirmations and resolving any rejected filings or missing information within 3 business days to avoid closing delays.
8. Supporting the firm’s business development efforts by maintaining an updated database of past clients and closed transaction records, drafting one-page transaction summaries for the firm’s quarterly client newsletter and annual marketing materials.

The firm offers a collaborative, low-hierarchy work environment with a strong focus on work-life balance. The team operates on a hybrid schedule, with 3 days per week required in the downtown Louisville office and 2 optional remote days for eligible team members, with no expectation of after-hours email or message responses unless pre-approved for urgent closing-related matters. The team of 12 attorneys and 6 support staff hosts monthly team lunches, annual retreats to local Kentucky destinations, and recognizes team achievements via quarterly performance awards and public shoutouts in team meetings. Turnover for support roles is less than 10% annually, a testament to the firm’s commitment to employee satisfaction and growth.

To qualify for this role, you must hold a paralegal certificate from an ABA-approved paralegal program, or a bachelor’s degree in paralegal studies, legal studies, or a related field, plus a minimum of 2 years of full-time experience working as a paralegal in a commercial real estate transactional practice, preferably at a Kentucky-based firm. You must be proficient in Microsoft 365 (Word, Excel, Outlook), Adobe Acrobat Pro, Clio practice management software, DocuSign, and the Kentucky e-File system for county recorders. Strong attention to detail, the ability to manage 4-5 competing deal deadlines at once, excellent written and verbal communication skills, and familiarity with Kentucky real estate statutes and county recording processes are strongly preferred. You must also be comfortable coordinating with a wide range of external stakeholders, from first-time commercial property buyers to senior executives at national lending institutions.

This role offers a base salary of $55,000 to $65,000 per year, dependent on your years of relevant experience and paralegal certification status. Benefits include comprehensive health, dental, and vision insurance with 90% of premium costs covered by the firm for employees, 10 days of paid time off in your first year of employment (increasing to 15 days after 2 years of tenure), 5 paid company holidays plus 2 floating personal days, a 3% employer 401(k) match, and an annual $1,500 professional development stipend to cover continuing legal education (CLE) courses, paralegal certification renewals, or industry conference attendance. Occasional after-hours support for scheduled closings is required, with corresponding compensatory time off provided for all hours worked outside of standard 9-5 business hours.

The firm prioritizes internal growth and promotion: 40% of current senior paralegals were promoted from entry-level paralegal roles within the firm in the past 3 years. High-performing team members have the opportunity to specialize in niche commercial real estate practice areas including land use and zoning, affordable housing development, or commercial lending, with access to formal mentorship from senior attorneys and lead paralegals. Top performers are eligible for annual performance bonuses of up to 5% of base salary, and may be given the opportunity to lead high-value transaction teams as lead paralegals.

To apply for this role, please submit your resume and a 1-paragraph cover letter outlining your relevant commercial real estate paralegal experience to [email protected] no later than November 15, 2024. The hiring timeline is as follows: all applicants will receive a confirmation of receipt within 2 business days of submission, initial 15-minute phone screens with a Randstad recruiter will be conducted the week of November 18, 2024, virtual 45-minute interviews with the firm’s lead transactional attorney and office manager will be held the week of November 25, 2024, in-person 30-minute interviews at the firm’s downtown Louisville office will be scheduled for the week of December 2, 2024, and reference checks will be completed the week of December 9, 2024. The firm aims to extend formal offers to selected candidates by December 13, 2024, with a target start date of December 30, 2024. All applicants will receive a status update by December 16, 2024, regardless of the outcome of their application.