Administrative Coordinator

Our client is a combination of in-country value and international expertise. Their senior lawyers have more than 35 years of experience in the legal profession.

Our client is a law firm that is seeking an experienced legal administrative coordinator to join their team and deliver efficient and high-quality administrative, secretarial, and practice-specific services to partners, legal practitioners, and others. The ideal candidate should have a strong work ethic and a genuine interest in working for a law firm

Responsibilities: The key duties of the role include, but are not limited to:

• Appropriately screening calls, resolving simple queries wherever possible, taking and relaying messages promptly, and redirecting queries when necessary.
• Creating and amending typed documents such as letters, emails, memos, contracts, agreements, presentations, and pitch documents using version control and tracking changes.
• Developing and monitoring cases and documentation to serve clients and legal practitioners.
• Managing payments to vendors, maintaining facilities and office supply budgets, and overseeing other expenses necessary to the firm’s day-to-day operations.
• Overseeing billing and supervising external accounting service providers.
• Managing monthly billing processes and specific client invoicing requirements, including drafting and circulating invoices, distributing invoices to clients, and necessary weekly, monthly, and quarterly reporting responsibilities for key clients.
• Supporting the client matter intake process.
• Processing expense claims and cheque requisitions.
• Undertaking conflict searching.
• Producing narratives, creating glossaries, etc., for time entry.
• Screening and organizing correspondence (with email and regular postal mail), as per requests.
• Supporting partners and legal practitioners in setting up meetings, events, and managing expenses.
• Building positive client relationships through effective communication, establishing trust, and maintaining confidentiality.
• Organizing couriers, conferences and functions, travel and accommodation, and internal and external meetings (including room, car spaces, catering, invitations, etc.).
• Assisting with the organizing and conducting of client events, meetings, and social functions for the firm’s legal practitioners.
• Managing the partners’ calendars and schedules and keeping informed of the partners’ whereabouts at all times.
• Assisting in preparing and distributing documentation to the legal practitioners prior to critical dates (e.g. meetings, court proceedings, settlements, etc.).
• Identifying, opening, generating, maintaining, labelling, updating, and closing files according to the task and the firm’s requirements.
• Managing various ongoing projects as required.

Requirements:

Essential Criteria:

• A degree in business management or a related field.
• A minimum of five years of experience in an administrative or operations-related role working in a professional services environment.
• Experience working with partners/senior executives in a professional services firm.
• Previous experience in a managerial role.

Technical & Personal Skills:

• Excellent oral and written communication skills.
• Ability to work with databases and case management software.
• Excellent writing skills and ability to prepare specialized written materials.
• Ability to effectively manage competing priorities.
• Strong judgment and ability to make well-reasoned independent decisions.
• Advanced understanding of strategic marketing and communications.
• Self-motivated and independent, able to work with minimum supervision.
• Comfortable working across multiple cultures.
• Strong interpersonal skills, including a pleasant nature and the ability to influence others.
• High degree of attention to detail.

Good to have:

References: Two references on the candidate should accompany the resume for consideration. One of these should be from a personal non-familial connection who has known the candidate well for a minimum of three years. The other should be from a professional service practitioner who has supervised the candidate’s work for at least two years. Please note that the firm may wish to contact either or both referees by telephone on a confidential basis at an appropriate stage in the hiring process.

All your information will be kept confidential according to EEO guidelines.