Client Coordinator – Senior Legal Secretary

Washington, DC location near Farragut North & West Metro stops.

Up to $100,000 and a bonus.

During the 90-day training period, you will be in the office 5 days a week, and after, you will go to a hybrid model of 4 days in and 1 day remote.

This fantastic large full-service national firm with 20 offices throughout the US seeks a Client Coordinator with 3-5 years as a legal secretary to join their private wealth practice group working with high net-worth clients in their DC office.

 This is a non-exempt position.

M-F –8:30-5:00 – Occasional paid overtime

As the Client Coordinator in the Private Wealth practice group, you will handle the following:

  • Task Tracking
    • Update client tracker; send weekly report; update attorney calendars with deadlines and adjust as deadlines are modified
    • Weekly follow-up with other PW Team members regarding task/client tracker updates
    • Send weekly Teams task list to lead partner on Fridays
    • Lead partner reporting: Weekly review meeting with lead partner and other PW partners of deadline changes/conflicts
  • Initiate video/teleconference (Zoom/Teams) connections and cover phone lines
  • Extensive travel arrangements
    • Prepare detailed itineraries
    • Maintain client/associate travel list and contacts
  • External and Internal Scheduling
    • Schedule document review meetings or client document signings; arrange for notaries/witnesses
    • Schedule prospect meetings and prepare marketing materials
    • Schedule internal meetings with supervising attorneys
    • Quarterly group meetings and activities
    • Client dinners, sporting events, and other business development efforts
  • Meeting Preparation
    • Confirm with supervising attorneys that documents are complete
    • Pull client files and email traffic
    • Coordinate with marketing, as needed, for materials
  • Retreat
    • Prepare retreat materials.
    • Provide financial analysis.
    • Manage and track action items from a retreat and ensure proper timing on the distribution of action items.
  • Business Expense Reporting
    • Collect receipts, track and audit business expenses
    • Submit receipts and reports using Chrome River
  • Document Drafting and Client Binders
    • Follow PW formatting protocols to draft and edit documents as needed
    • Draft Agreements, Letters of Engagement, Letters of Transmittal, and other form documents upon request
    • Use the comparison feature to show track changes when editing documents
    • Create print and electronic client binders of executed documents in Adobe with table of contents and bookmark tabs
  • Case Load Tracking
    • Stay informed on current active cases and statuses
    • Use Microsoft Teams Planner to review case status and open items
    • Follow-up on team deadlines
  • Client Trust Administration
    • Communicate with the Trust Coordinator regarding invoices and payments
    • Properly identify bank account numbers and account balances
    • Write checks and file electronic copies in NetDocs
    • Download monthly bank statements and record on the the master spreadsheet
    • Manage “Checkbook Register” for payments & distributions
  • Attorney Bar Dues & Continuing Legal Education
    • Coordinate with the DC office Continuing Legal Education (CLE) Coordinator to:
      • Track deadlines for attorney bar dues for DC, MD, and VA and send reminders to the attorneys
      • Track annual CLE state reporting requirements for the attorneys
  • Register attorneys for continuing legal education webinars as needed and report credits
  • Marketing Efforts
    • Provide quarterly reporting to lead partners of top clients, top referrals, and prospects.
    • Maintain updated marketing brochures in the office
    • Liaise with the internal marketing team to update materials, and social media or to assist with special projects as
    • Work with clients on scheduling webinar presentations and track events from inception to completion
    • Manage attorney Outlook Contacts and separate industry contact lists
    • Oversee prospect tracker and follow-ups
    • Send mass marketing emails to attorney contacts
    • Maintain files on all marketing materials produced by the attorneys
  • Business Development, Client Discovery, and Onboarding
    • Track leads with Salesforce
    • Assist PW group with discovery and onboarding efforts
    • Run conflicts checks and open new matters
    • Send Client Intake Forms and request supporting documents. Responsible for document completion and follow-up on data deliverables.
    • Audit response letter
  • Billing
    • Process pre-bill narrative edits from timekeepers
    • Pre-bill Quality Control: Reconcile timekeeper pre-bill notes with final invoices; submit pre-bill edits to lead partner for review
    • Look up timekeeper rates upon request
    • Report on client AR and WIP upon request
    • Coordinate with the accounting & billing team as needed
  • Family Office
    • Prepare, send, and track letters of engagement; update Excel chart for billing
    • Schedule Annual Summits with clients and their advisors
    • Inventory bank statements each month in Excel and add the document to NetDocs and VFO by the 15th of each month
  • VFO Management:
    • Liaison for clients and technology consultant
  • Manage Charitable and Volunteer Efforts (American Heart Association/UMD Dingman)
  • Weekly time entry using InTapp
  • Remind attorneys of deadlines such as firmwide training or open enrollment deadlines

Requirements:

  • A Bachelor’s degree is highly preferred
  • 5+ years of relevant experience as a legal secretary or executive assistant in a law firm or financial institution or an equivalent combination of education, training, and experience.
  • High level of proficiency with Microsoft Office and Microsoft Teams, including a strong working knowledge of Excel and Adobe. Information technology background is a plus.
  • DC Notary is a plus.

Benefits:

The firm offers a comprehensive benefits package that includes medical, dental, vision, LTD, STD, life insurance, commuter benefits, 401k, 22 days PTO, all holidays, gym in the building, and so much more!

in Washington, DC