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About the Role

The Legal Practice Coordinator performs a wide range of administrative tasks to support assigned attorneys and other timekeepers, playing an integral role in daily practice support. This role combines premier assistance with administrative, organizational, project-based, and practice-related responsibilities to provide comprehensive support, leveraging detailed knowledge of legal procedures, firm operations, and client needs to ensure seamless and efficient management of attorney schedules, client matters, billing, and practice-related projects. The individual provides a high level of client service and support while producing a high volume of consistently excellent work product. Litigation Practice experience is required.

Responsibilities

Maintains detailed calendars displaying appointments, deadlines, travel schedules, and conference calls, proactively tracking important dates.
Provides professional relationship management with external and internal clients, serving as a direct point of contact for inquiries and exercising sound judgment when screening communications.
Creates and maintains client/matter lists and communication lists, maintaining contacts in Outlook and Salesforce.
Manages paper and electronic files in compliance with firm policies, ensuring confidentiality and accuracy, and creating working files and binders.
Utilizes firm-provided software to accurately store email messages and maintain and retrieve files.
May prepare or coordinate the preparation of Responses to Auditor Requests in conjunction with Paralegals.
Assists with preparation of Opinion Letters.
Utilizes firm-designated workflow software to open and close matters, processes and tracks conflict reports, and prepares engagement letters.
Initiates client file transfer requests and assists with client disengagements.
May facilitate the secure transfer of case/client data in accordance with the firm’s data security policy.
Creates, edits, proofreads, and finalizes complex and practice-specific legal and administrative documents, forms, and correspondence.
Engages in active coordination of practice-related projects such as practice group meetings and initiatives, client or industry research, and event planning.
Interprets project objectives, designs project timelines, and ensures deliverables align with firm expectations.
Supports attorneys’ efforts to maintain client relationships by coordinating pitch materials, tracking leads, updating contact databases, and arranging key client meetings.
Assists with social media or targeted outreach.
Partners with other administrative departments (Billing, Marketing, IT, Office Services) to assemble critical information, coordinate billing tasks, and maintain client satisfaction.
Coordinates creating trial binders, arranging depositions, managing exhibits, and liaising with court reporters and opposing counsel.
Assists with trial preparation and logistics, including preparation of witness files.
Assists in all phases of a matter from case inception through trial or resolution.
Coordinates management of case documents, including organization, review, and production of documents.
Assists with the preparation of court filings, assembles exhibits and appendices.
Books and coordinates logistics and orders with court reporters.
Assists with all pre-deposition logistics, including preparation of witness files, exhibits, notices, and subpoenas.
Manages attorney time upon attorney request, including inputting timenotes, editing, proofreading, and ensuring compliance with billing guidelines.
Proactively reminds attorneys of time entry deadlines and collaborates to ensure timely submission.
Collaborates with Client Account Manager, Pricing Team, and attorneys to respond to client requests for budgets, projections, costs incurred, and related reports.
Collaborates with Client Account Specialist or Client Account Manager and assigned timekeepers to manage the billing process, including editing prebills, generating reports, and sending invoices.
May assist with collection efforts and coordinates client, matter, and timekeeper inquiries.
Prepares expense reimbursements, reconciles travel expenditures, arranges for payment of invoices, and prepares check requests.
Books travel (domestic and international) through designated travel providers, considering preferences, cost guidelines, and itinerary efficiencies.
Organizes in-person or virtual conferences, meetings, meals, seminars, and client events.
Thoroughly organizes itineraries, prepares comprehensive travel documents, and disseminates meeting agendas or background information.
Prepares and disseminates both hard-copy and electronic materials.
Works proactively and efficiently to free attorneys from administrative burdens.
Anticipates attorneys’ needs by outlining upcoming deadlines, preparing relevant background materials, and prioritizing tasks.
Communicates professionally and courteously with clients, external counsel, and vendors.
Provides backup support to other attorneys and timekeepers as needed.
Volunteers for overflow work assignments and actively seeks to maximize productivity and promote teamwork.
May participate in departmental projects designed to streamline workflow and/or resolve issues.
Proactively supports the firm’s strategic initiatives and operational improvements.
Acts and assists as a proactive mentor for junior department members and new employees.
Assists with training on specific firm processes, software, and procedures as requested.

Requirements

Minimum 3+ years’ experience supporting attorneys, including partners, in a law firm or professional services environment.
Experience managing complex administrative tasks, legal documents, and sophisticated scheduling required.
An in-depth understanding of law firm practice areas.
Litigation Experience Required/Trial Experience.
Experience coordinating cross-functional or interdepartmental projects and ensuring that deadlines are met.
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat Pro, DocuSign, electronic filing platforms, document management systems, CRM platforms, expense reimbursement, time, attendance and billing tracking software (e.g., Aderant or 3E) is essential.
A strong ability to learn and adapt to new software applications and technological tools.
Comfort with ongoing changes in technology and willingness to embrace new systems and processes.
Excellent communication skills and the ability to build effective internal and external client relationships.
Excellent grammar, attention to detail, and ability to manage multiple deadlines in a fast-paced practice group.
Must exhibit discretion, diplomacy, and professionalism in verbal and written communications.
Ability to interact effectively with all levels of management and staff and a variety of external entities.
Ability to work under pressure and complete job assignments in an accurate and timely manner.
Strong organizational skills and the ability to apply strong attention to detail to all levels of work.
Ability to multitask, prioritize work, and meet deadlines.
Uses sound decision making and judgment.
Skilled in prioritizing high-volume workloads, solving problems proactively, and maintaining confidentiality.
Demonstrated ability to maintain positive internal and external client relationships and anticipate needs.
Eagerness to refine processes and adopt best practices for tasks like billing, filings, or scheduling.
Exhibits a proactive approach to learning, including seeking out training opportunities and resources to enhance technological skills.

Skills

Administrative Coordination
General Practice Support
Litigation Support
Billing and Financial Administration
Travel and Meeting Logistics
Team and Leadership Support
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Adobe Acrobat Pro
DocuSign
Electronic filing platforms
Document management systems
CRM platforms
Expense reimbursement software
Time, attendance and billing tracking software (e.g., Aderant or 3E)
Communication skills
Organizational skills
Attention to detail
Problem-solving
Time management
Client relationship management

Location

New York

Work Type

Full-time

Experience Level

3+ years

Education Level

Bachelor’s or Associate’s degree in business, finance, or a related field and relevant certifications is highly preferred.

Salary/Compensations

$80k to $120k

Benefits

A variety of options for medical, dental, vision, life and disability coverage.
Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
Global wellness program, including free access to Talkspace and Calm apps.
Annual community service day.
A birthday holiday.
Education reimbursement annually.
Dedicated Talent Development team.
Competitive annual profit-sharing contribution.

About the Company

At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.
About Us: https://www.mofo.com/about
Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo
Commitment to Pro Bono: https://careers.mofo.com/careers-pro-bono
The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation