What are the responsibilities and job description for the Client Transition Coordinator position at Day Pitney?
Position Summary:
The Client Transition Coordinator is responsible for assisting with (i) the integration of new business resulting from incoming attorneys bringing existing clients and (ii) the transition of client matters from departing partners/other attorneys responsible for the relationship to other attorneys at Day Pitney. The Client Transition Coordinator will also need to be proactive to lay the groundwork for transition efforts in connection with the imminent retirements of partners winding down their practices. The ideal candidate must be able to work independently and quickly develop a deep enough understanding of firm systems and infrastructure to enable effective research of client matters in the areas of billing, records, principles of engagement(s) and overall status. (The Client Transition Coordinator will collaborate with the Finance and Records Departments on these issues as needed.)
In general, the position requires excellent communication and organizational skills. Other requisite attributes for this position include effective judgment and the ability to manage and interpret information, flexibility to work overtime if needed, the ability to multitask while adapting to changes in priorities and the ability to adapt to changes in technology and processes.
The scope of duties is firm-wide and the position is accountable to all legal departments/business units with a need.
Responsibilities:
- Servicing Incoming Attorney Business:
- Supporting Records to ensure that all client waivers and files are received timely, and filing said documents appropriately within the client workspace;
- Working with incoming attorney, internal administrative departments, and legal department/business unit representative on understanding, prioritizing, and opening client matters within the New Business Intake system;
- Drafting and sending personalized matter specific engagement letters and monitoring client responses; and
- Accurately tracking progress of all incoming client matters and files.
- Servicing Outgoing Attorney Business:
- Parsing, consolidating and maintaining lists of matters in need of attention;
- Reviewing workspaces and coordinating as appropriate with matter-associated attorneys and staff to determine terms of engagement on matters and whether they are satisfied or—if not—current status;
- Identifying outstanding fees attached to matters through Day Pitney financial software;
- Preparing tailored correspondence and maintaining library of templates to be used to communicate transition information and options to clients;
- Keeping track of responses to transition letters from clients and initiating follow-up at appropriate intervals; and
- Coordinating with Records and other staff to transfer files and original documents to clients or new counsel as needed.
Education and Experience:
- Five or more years of law firm experience;
- Paralegal experience preferred;
- Undergraduate (or higher) degree preferred;
- Experience working with Microsoft Office resources (Outlook, Word, Excel, PowerPoint), with PDF software and related scanning and production utilities, and document management software;
- Experience with intensive research projects and long-term project management;
- Ability to learn and use advanced software programs and new technology; and
- Good understanding of basic business relationships and client confidentiality principles.
