Client Coordinator

3 weeks ago

Washington, United States BakerHostetler Full time

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
- 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
- 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 confidenti

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