Paralegal Assistant at HJ Martin & Son Inc – Green Bay, Wisconsin

Position Description: This position is responsible for handling in-house legal matters, liaison with outside counsel, and, handling credit and collection in Accounts Receivable department.

Principal Responsibilities:

• Real Estate/Assets.
  • Maintain paper files for all real estate properties in one location for record keeping
  • Leases - review and preparation of leases/amendments/monitor expiration/collection letters, issues with maintenance and other ongoing problems, telephone to problem tenants, prepare letters for eviction and file eviction actions
  • Sales and Purchases – review and prep of offers, counters, SNDAs, order title, surveys, liaison with attorneys, schedule closings, review closing statements
  • Maintain spreadsheet on all properties and leases
• Corporate – 11 main entities and 15 other miscellaneous entities.
  • Set up new corporations, FEIN number, articles, operating agreements
  • Maintain corporate records for all entities – spreadsheet of all data
  • Preparation of ongoing annual and special meeting minutes
  • Prep of corporate resolutions as needed for financing, sales or purchases
  • Prep of annual reports, ownership changes, officer changes, certificates, etc.
  • Prepare annual officers list for each main corporation and signature authorization
• Contracts/Releases.
  • Prepare and maintain all company contracts
  • Review, preparation and maintenance of subcontract agreements, oversee storage of subcontractor agreements and certificates of insurance, train designers as needed
  • Preparation and review of confidentiality and non-disclosure agreements
  • Preparation and/or review of release of claims for various projects and collections
  • Preparation and/or review of employment policies, review and respond to employee records requests
  • Ongoing contract language review for all departments
• Collections
  • Prepare collections letters for delinquent accounts
  • File small claims actions, attend court, follow up on judgments, set up payment plans and prepare satisfactions of judgment
  • File intents to lien and liens
  • Liaison with attorneys on claims in litigation, approve and negotiate invoices, review pleadings
  • Review obituaries for claims against estates on open judgments
  • Involved in customer disputes on certain matters with Claims Manager and David Martin
  • Develop and prepare documents needed for federal off-site storage pay applications
  • Maintain open judgments spreadsheet and maintain collection efforts
  • Handle all other collection matters, letters, follow-ups, and other daily inquiries
• Perform/coordinate records and legal research, and monitor new and updated laws and regulations, identify relevant judicial decisions, statutes, and other pertinent materials
• Accounts Receivable – Credit/Financing/Deposits/Customer Inquiries
  • Daily Receivables. Collect mail checks, scan checks to bank with backup to accounting, totals by email. Scan all special deposits and other checks to bank with backup to accounting
  • Customer Financing. Handle financing requests from customers, process Synchrony credit applications and apply to orders
  • Credit Card Payments in RFMS. Accept credit card payments to accounts by telephone
  • Internal Credit Applications. Process credit applications internally, perform background check on Experian and bank references to determine credit worthiness – detail credit approval in A/R Timberline
  • Credit Approval. Ensure all orders are signed with down payments, and check for credit approval for builders
  • External Credit Reference. Supply third parties with customer credit reference in HJM, HJMaterials, BIG and Mavid
  • A/R Inquiries. Handle telephone external and internal inquires on customer accounts.
  • Communications on A/R accounts. Communications by phone and email on all outstanding accounts, communication on delinquent accounts with Edward
  • Aging Report –Accuracy checks and monitor delinquent accounts.
  • Lien Waivers. Manage receipt, signing and forwarding of all partial and final lien waivers based upon payment.
  • Monthly Statements. Prepare and send monthly statements to customers
  • Customer Setup and Maintenance. (Backup) Create all business numbers for Timberline Sage and RFMS, make all customer changes in both software, changes to customers billing and ship to information in orders

Other Duties As Assigned: Performs other related duties as assigned including supporting team members in the completion of their work for the purpose of ensuring the efficient and effective functioning of the business.

Work Experience:

• At least 15 years of paralegal experience at a law firm, and an additional 5 years of paralegal management

Education: Bachelor’s Degree(s) in related field and Paralegal Certification

Success Factors: Consistent personality, dependable nature, and willingness to learn are necessary.

Conditions of Employment: Must be able to pass pre-employment background and drug test. The employee is expected to all adhere to all company policies.