Legal Practice Coordinator

Job Description

Primary Responsibilities

• Provide high-level legal secretarial and administrative support to partners and non-partner attorneys in the Corporate Transactional and Real Estate practice groups. Assignments may change based on business needs.

• Manage the full lifecycle of client matters, including processing new client and matter requests, drafting engagement letters, coordinating conflict checks, and maintaining matter records.

• Draft, revise, proofread, and format a wide range of legal and administrative documents, including correspondence, memoranda, emails, reports, and transactional materials.

• Support real estate and corporate transactions, including assembling and managing closing binder and  tracking executed documents and signatures.

• Maintain and manage electronic files and records using the firm’s document and records management systems, ensuring accuracy, organization, and compliance with firm standards.

• Review incoming mail and correspondence and route appropriately to attorneys and the firm’s Calendaring/Docketing Department.

• Enter attorney time in accordance with firm billing practices and coordinate with billing personnel to ensure timely review and processing of monthly invoices and client bills.

• Prepare check requests and coordinate vendor payments as needed.

• Assist with travel coordination and process expense reimbursement requests.

• Provide backup support to other legal secretaries during planned and unplanned absences.

• Exercise sound judgment, discretion, and professionalism while handling highly confidential and sensitive information.

• Prioritize workload based on urgency, manage multiple assignments simultaneously, and work effectively in a fast-paced, team-oriented environment.

• Demonstrate strong communication skills, poise, and professionalism in interactions with clients, attorneys, and firm staff.

• Maintain a positive, proactive, flexible, and collaborative approach to work.

• Work overtime as needed and assume additional responsibilities as assigned.

Qualifications

• High school diploma required; Bachelor’s degree preferred.

• Minimum of 5+ years of administrative support experience, preferably within a legal or professional services environment.

• Clear, effective written and verbal communication skills.

• Excellent organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced, high-pressure environment.

• Strong interpersonal skills and the ability to work effectively with attorneys, clients, and staff at all levels.

• Ability to work independently and collaboratively, demonstrating sound judgment and strong problem-solving skills.

• Proficiency in computer applications, including Microsoft Office Suite and Adobe Acrobat.

• Experience with electronic document management systems, time-entry, and calendaring programs; familiarity with NetDocs and Aderant preferred.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at [email protected].