Legal Administrative Project Coordinator

Responsibilities

• Perform assignments that are varied and complex in nature, often while under time critical deadlines.
• Coordinate complex travel requests including, but not limited to, the procurement of visa-related materials and passport renewal applications.
• Troubleshoot software and hardware being used by attorneys, in consultation with technology staff.
• Assist with document management and records retention for administrative files.
• Develop project strategies to ensure efficient completion of tasks.
• Consult with the Firm's support departments and internal staff at all levels, verifying the accuracy of completed work.
• Acquire and deploy an understanding of all practice areas of the Firm along with knowledge of practice-specific tasks.
• Coordinate with other Firm offices, both domestic and international, as required.
• Assist with Department initiatives and special projects.
• Assure that all completed projects adhere to accepted professional standards.
• Assist with preparing materials for presentations and conferences.
• Enter attorneys' time records and submit attorneys' expense reports.
• Assist with attorneys' calendaring and scheduling requests.
• Assist with attorneys' administrative requests.
• Perform responsibilities of other support services when needed, including printing, scanning, duplicating, quality control, faxing, and hand-delivering packages.
• Organize and facilitate conference and video calls.
• Answer, screen, place phone calls, and take detailed messages.
• Monitor, assign, and complete job requests received through the Supplemental Work Assistance Team service.
• Assist with processing and payment of vendor invoices.
• Open, read, and route mail, as directed.
• Demonstrate strong interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manage Firm resources responsibly.
• Comply with and understand Firm operations, policies and procedures.
• Perform other related duties, as assigned.
• Prepare engagement letters and new matter memos for new clients and matters.
• Assist with new-business conflicts process.
• Assist in promoting business development, entering contacts, and business activities in Inter Action and coordinating with Marketing department, as required.
• Coordinate with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services, and external vendors.
• Coordinate client-related business meals and maintains up-to-date knowledge of Firm- and attorney-preferred restaurants.
• Receive and interact with incoming clients and visitors.