Recording Assistant

Recording Assistant-Real Estate Law Firm

Location: Needham, MA
Job Type: Full-Time | In-Office

About the firm:

We are a busy and well-established Real Estate Law Firm seeking a detail-oriented Recording Assistant to support our legal and closing teams. This role is critical to ensure real estate documents are accurately prepared, submitted, tracked, and recorded in compliance with state and local recording requirements.

This position is ideal for candidates with experience in real estate law, title, recording, legal administration, or clerical support , or those looking to build a long-term career in the legal field.

Job Summary:

The Recording Assistant is responsible for preparing, reviewing, submitting, and tracking real estate documents for recording with county clerks and registries. The role requires strong attention to detail, organizational skills, and the ability to work in a fast-paced legal environment while meeting strict deadlines.

Key Responsibilities:

· Prepare, review, and submit real estate documents for recording, including deeds, mortgages, liens, releases, and related instruments

· Ensure documents comply with state and local recording requirements

· Track recorded documents and follow up on rejections or corrections

· Communicate with county recording offices, registries of deeds, title companies, lenders, and internal legal staff

· Index, scan, and electronically file recorded documents into firm systems

· Maintain accurate logs and records of documents submitted and recorded

· Identify and resolve recording issues, discrepancies, or missing information

· Assist attorneys, paralegals, and closing staff with recording-related tasks

· Maintain confidentiality of legal and client information at all times

Qualifications & Experience:

Required:

• High school diploma or equivalent
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and deadlines
• Proficiency with Microsoft Office and document management systems
• Strong written and verbal communication skills

Preferred:

• Experience in a real estate law firm, title company, or legal office
• Familiarity with recording deeds, mortgages, liens, and releases
• Knowledge of county clerk or registry recording processes
• Prior legal assistant, paralegal, or clerical experience
• Experience with electronic recording (eRecording) systems

Skills & Competencies:

· Legal document review and accuracy

· Time management and prioritization

· Professional communication with internal and external stakeholders

· Problem-solving and follow-through

· Ability to work independently and as part of a legal team

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person - Needham, MA.