Client Coordinator

Primary duties of the Client Coordinator include: 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/or email traffic Coordinate with marketing, as needed, for materials Retreat Prepare retreat materials. Provide financial analysis. Manage and track action items from retreat, ensure proper timing on 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 Trust Coordinator regarding invoices and payments Properly identify bank account numbers and account balances Write checks and file electronic copies in NetDocs Monthly bank statement downloads and record them on 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 partner of top clients, top referrals, and prospects. Maintain updated marketing brochures in the office Liaise with internal marketing team to update materials, social media or to assist with special projects as Work with clients on scheduling webinar presentations and track event 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 conflict 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 BH 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 BakerHostetler deadlines such firmwide training or open enrollment deadlines Other duties as assigned Requirements: Bachelor’s degree and 3-5 years of relevant experience as a legal secretary or executive assistant in a law firm or 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 a plus. Demonstrated capability to maintain confidentiality and handle sensitive information. Ability to effectively organize workflow and utilize time efficiently. Must have a strong attention to detail and perform at a high level in a fast-paced work environment with evolving demands. Demonstrated good judgment, tact, and flexibility and the ability to prioritize competing tasks. Strong interpersonal communication skills necessary for maintaining effective relationships with attorneys and staff, as well as external contacts, in person, by e-mail and telephone. DC Notary a plus.

Salary : $68,000 - $96,000