Legal Intake Administrator - Real Estate

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Job Description

Job Title: Legal Intake Administrator

Location: Corporate

Department: Legal

Job Summary: The Legal Intake Administrator supports the company’s in‑house legal department by serving as the first point of contact for incoming real estate–related legal requests. This role focuses on receiving, reviewing, and routing communications primarily from commercial landlords, property managers, and business partners. The Legal Intake Administrator ensures that all inquiries are accurately logged, assessed, and directed to the appropriate internal stakeholders.

Principal Duties:

• Receive, review, and triage incoming legal notices, inquiries, and documentation related to commercial real estate matters.
• Serve as the primary point of contact for commercial landlords and property management companies.
• Conduct initial assessments to determine urgency, completeness, and required internal follow‑up.
• Collect relevant internal information (lease terms, site contacts, historical correspondence, business unit details) to support legal review.
• Verify and input key deal information into matter management systems.
• Enter all matters into the company’s legal intake or matter‑management system with accuracy and consistency.
• Route requests to in‑house attorneys, paralegals, real estate teams, or business units based on subject matter and ensure timely responses to landlords and internal partners.
• Track intake status, maintain organized intake logs and generate reports on intake volume, matter status, turnaround times, and other key performance metrics as requested.
• Assist with billing and payment processes in connection with real estate-related legal matters.
• Assist with updates to standard intake forms, checklists, and process improvements.
• Maintain organized electronic and physical files and ensure compliance with document retention policies.
• Communicate with external parties to clarify issues or request missing information while maintaining a professional and service-oriented approach in all interactions.
• Support the Legal Team with administrative tasks such as preparing summaries, drafting simple correspondence, filing original documents and coordinating signatures.
• Utilize legal AI tools to support intake, document review, and workflow efficiency.
• Participate in testing, evaluation, and continuous improvement of those tools within the Legal Team.
• Uphold confidentiality, compliance standards, and internal legal department procedures.
• Assist with such other matters as may be requested by the real estate attorneys on the Legal Team.

Essential Functions:

• Ability to work well individually as well as in a team environment
• Excellent oral and written communication skills
• Excellent customer service skills
• Ability to work with little or no supervision
• Detail oriented and strong organizational skills
• Strong analytical and problem solving skills
• Excellent interpersonal skills
• Ability to manage high-volume workflows and prioritize competing requests

Basic Qualifications:

• Associate’s or Bachelor’s degree preferred
• 2–4 years of experience in a legal, real estate, or administrative support role is required
• Familiarity with commercial real estate transactions (leases, acquisitions, title/survey)
• Experience with legal intake, matter management systems, or document management platforms
• Proficiency in Microsoft Office (Outlook, Excel, Word); experience with legal software a plus

Wawa will provide reasonable accommodation to complete an application upon request, consistent with applicable law. If you require an accommodation, please contact our Associate Service Center at [email protected].

Wawa, Inc. is an equal opportunity employer. Wawa maintains a work environment in which Associates are treated fairly and with respect and in which discrimination of any kind will not be tolerated. In accordance with federal, state and local laws, we recruit, hire, promote and evaluate all applicants and Associates without regard to race, color, religion, sex, age, national origin, ancestry, familial status, marital status, sexual orientation or preference, gender identity or expression, citizenship status, disability, veteran or military status, genetic information, domestic or sexual violence victim status or any other characteristic protected by applicable law. Unlawful discrimination will not be a factor in any employment decision.