Legal AI Automation Specialist and Closing Coordinator

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

This position is based in our Nashville and Philadelphia office.

General Description:

We are seeking a Legal AI Automation Specialist and Closing Coordinator to join our team. The Legal AI Automation Specialist and Closing Coordinator will provide primary support for AI automation initiatives, driving efficiency using legal technology and AI-enabled tools, as well as providing support for complex commercial real estate transactions throughout the United States. The person in this role will work directly with the lead closing coordinator and attorneys to develop customized AI-enabled workflows to streamline CRE workstreams, such as loan document drafting and other legal document review (organizational documents, title, and survey review). They will also assist with real estate loan closings and other real estate related matters.

Key Responsibilities and Essential Job Functions:

• Collaborate with attorneys and paralegals to understand transactional frictions and develop customized AI-based solutions to improve closing processes.

• Lead process automation initiatives from intake through deployment.

• Scope, build, and refine legal workflow automations based on ongoing feedback from the transactional team.

• Leverage AI-enabled legal tools to streamline document review, data extraction, and closing workflows, consistent with firm-approved platforms.

• Identify opportunities to automate repetitive closing tasks (e.g., checklists, signature tracking, document indexing, post-closing reporting).

• Assist with standardizing templates, checklists, and intake processes using AI and workflow tools.

• Attend meetings and closings.

• Print documents, monitor email traffic, review diligence materials, compile electronic closing books.

• Communicate with attorneys, paralegals, clients, and third parties via email, phone, and on video meetings.

• Assist with transaction closing processes using Microsoft Office suite, as needed.

• Expected to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.

• Special projects and duties as assigned.

Required Skills:

• Analytical and critical thinking skills are sufficient to understand legal problems and develop sound business judgment.

• Organizational skills to work independently and meet deadlines in an atmosphere of frequent interruptions.

• Organizational skills to maintain daily accounting of time records and input timesheets into the system directly.

• Communication skills to interact with all levels of internal staff, attorneys, management, and external clients of the firm.

• Attention to detail to produce client-ready work product.

• Time management skills to manage multiple tasks efficiently and accurately.

• Knowledge or ability to learn Microsoft Office Suite, or Microsoft 365.

Required Qualifications & Education:

• Bachelor’s degree

• 1 - 4 years of demonstrated experience developing, implementing, and/or improving workflows using AI or other software tools.

Preferred Qualifications & Education:

• Experience in commercial real estate/commercial real estate finance is a plus.

• Paralegal certification is a plus.

• Software programming coursework a plus.

Physical Requirements:

• Ability to sit or stand for extended periods of time.

• Moderate or advanced keyboard usage.

Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

Below are the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [email protected].

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.