Practice Coordinator

The Practice Coordinator plays a vital role in streamlining administrative, operational, and project support functions for attorneys and practice groups. This position ensures the seamless management of schedules, client communications, legal document preparation, and practice-related initiatives, contributing to efficient firm operations and exceptional client service.

• Manage detailed calendars for attorneys, including scheduling appointments, deadlines, travel arrangements, and conference calls; proactively track key dates to ensure timely deliverables.
• Serve as a primary point of contact for internal and external communications via phone, email, and in-person inquiries; screen and prioritize messages, and facilitate effective follow-up.
• Create and maintain client and matter lists within Outlook, Salesforce, and other CRM platforms; ensure contacts are current and accurately documented.
• Oversee electronic and paper file management in compliance with firm policies; ensure confidentiality, accuracy, and ease of retrieval.
• Assist with preparation and coordination of auditor requests, response letters, and opinion documents.
• Use workflow software to open and close legal matters, process conflict checks, draft engagement letters, and manage client data transfers adhering to data security policies.
• Demonstrate advanced knowledge of firm policies including conflict checks, client intake, and record-keeping protocols; accurately log billable work tasks and time.
• Prepare, edit, proofread, and finalize complex legal and administrative documents, correspondence, and forms with attention to detail.
• Coordinate practice-related projects such as group meetings, client research, industry reports, and event planning; interpret objectives, create timelines, and ensure timely completion.
• Support attorneys’ client relationship management efforts, including preparing pitch materials, tracking leads, updating databases, and facilitating client meetings.
• Collaborate with billing, finance, marketing, IT, and other departments to ensure accurate billing, client satisfaction, and project coordination.
• Manage attorney time entry by reviewing, editing, and submitting billable hours; remind attorneys of deadlines and collaborate on adjustments.
• Assist in budgeting efforts, including responding to client requests, preparing cost projections, and tracking incurred expenses.
• Coordinate invoice preparation, review prebills, generate reports, and support collections processes.
• Prepare and reconcile travel and expense reimbursements; arrange invoice payments and process check requests.

• Bachelor’s or Associate’s degree in business, finance, or a related field; relevant certifications highly preferred.
• Minimum of 3+ years supporting attorneys, including partners, in law firms or professional services settings.
• Proven experience managing complex schedules, legal documentation, and high-volume administrative tasks.
• Strong project management skills with experience coordinating cross-functional initiatives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, Docu Sign, electronic filing platforms, document management systems (e.g., iManage), CRM platforms (e.g., Salesforce), and legal billing/time-tracking software (e.g., Aderant, 3E).
• Ability to quickly learn and adapt to new technologies and software tools.
• Excellent communication skills, with a focus on professionalism, diplomacy, and client-centric service.
• Exceptional organizational skills with keen attention to detail and the ability to prioritize multiple deadlines.
• Strong judgment, problem-solving skills, and discretion in handling confidential information.
• Demonstrated ability to build and maintain positive internal and external relationships.
• Self-motivated with a continuous improvement mindset; proactive in seeking learning and process enhancement opportunities.
• Flexibility to travel as needed and work extended hours to meet pressing deadlines.

• Previous experience supporting real estate legal practice or similar practice areas.
• Familiarity with legal practice workflows and…