Draft and submit engagement letters to potential clients and process new client/matter cases into the in-house database for conflict checks. Prepare, edit, proofread, and maintain various legal documents and files for attorney review; draft and edit legal documents, run compares (redlines), Table of Authorities (TO - As), and Table of Contents (TO - Cs). Transcribe information from typed or handwritten notes, or dictation. Develop and maintain the practice group's annual budget and update as nec... more details
Responsibilities:
Draft and submit engagement letters to potential clients and process new client/matter cases into the in-house database for conflict checks.
Prepare, edit, proofread, and maintain various legal documents and files for attorney review; draft and edit legal documents, run compares (redlines), Table of Authorities (TOAs), and Table of Contents (TOCs).
Transcribe information from typed or handwritten notes, or dictation.
Develop and maintain the practice group's annual budget and update as necessary.
Receive clients and visitors, maintain good public relations with clients, and observe confidentiality of the attorney-client relationship.
Liaise with team members to ensure appropriate client filings and regulatory requirements are met.
Process and post attorneys' time entries, assist with client billing, prepare draft bills, review and edit pre-bills, and liaise with finance on billing and collections.
Prepare, process, and track check requests, reimbursement requests, and invoices for attorneys and the practice group.
Coordinate all aspects of attorneys' travel arrangements, prepare travel itineraries, process travel reimbursement, maintain Outlook calendar, and monitor crucial due dates for attorneys.
Maintain client and general files, handle inbound and outbound internal client communications, and ensure all deadlines are met.
Assist with the preparation, creation, and proofreading of PowerPoint presentations and other materials.
Prepare documents for scanning, filing, faxing, emailing, or mailing; prepare envelopes, labels, FedEx/UPS forms, and fax cover sheets.
Maintain client lists, contact lists, and other electronic databases.
Answer multiple phone lines and route calls to appropriate individuals.
Assist with meeting planning and support, including booking conference rooms and arranging catering for client meetings.
Coordinate all aspects of client billing, including working with attorneys and billing specialists to review time entries, prepare draft bills, and review and edit pre-bills for accuracy.
Provide coverage for legal administrative absences and assist with overflow work as needed.
Perform legal research, special projects, and assignments as required.
Qualifications:
Bachelor’s degree and 3-7 years of equivalent work experience required; trademark experience a plus.
Strong computer skills, including proficiency in Microsoft Word, Teams, Excel, and PowerPoint.
Experience with document management, time management, and invoicing systems required; prior experience with CMS/Aderant, including Pre-View Biller, Expert Time, Chrome River, and NetDocs, is a plus.
Exceptional written and verbal communication skills.
Experience providing wide-ranging administrative support to multiple team members, including remote attorneys.
Ability to prepare accurate and detailed work products; excellent editing and proofreading skills required.
Ability to work independently, take initiative, and handle overlapping and conflicting work assignments.
General knowledge of firm accounting practices related to attorney’s time entries and client billing; Aderant Expert experience preferred.
Critical thinking, problem-solving, and judgment skills.
Flexibility and adaptability to respond to competing demands.
Ability to work in a team environment with attorneys and other colleagues.
Detail-oriented with the ability to handle multiple projects simultaneously and meet deadlines.
Ability to maintain confidentiality and handle sensitive information appropriately.
Flexibility to work overtime when required.
The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.
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