Client Relations Specialist

2 weeks ago

Washington, Washington, D.C., United States BakerHostetler Full time

Overview: The Client Relations Specialist plays a pivotal role in ensuring seamless communication and coordination between clients and the firm. This position encompasses a variety of responsibilities aimed at enhancing client satisfaction and operational efficiency.

Key Responsibilities:

  • Task Management: Maintain and update client tracking systems, prepare weekly reports, and adjust schedules as necessary. Engage in regular follow-ups with team members to ensure alignment on client needs.
  • Communication Facilitation: Initiate and manage video and teleconference connections, ensuring all lines of communication are open and effective.
  • Travel Coordination: Organize comprehensive travel arrangements, including detailed itineraries and maintaining an updated list of client and associate travel contacts.
  • Scheduling: Arrange meetings for document reviews, client signings, and internal discussions. Coordinate logistics for client dinners and other business development activities.
  • Preparation for Meetings: Confirm the completeness of documents with attorneys, pull necessary client files, and collaborate with marketing for required materials.
  • Retreat Management: Prepare materials for retreats, conduct financial analyses, and manage action items to ensure timely follow-up.
  • Expense Reporting: Collect and audit business expenses, submitting reports through the designated expense management system.
  • Document Management: Draft and edit legal documents following established protocols, create client binders, and ensure all documents are properly formatted.
  • Case Management: Stay updated on active cases, utilizing project management tools to track status and deadlines.
  • Client Trust Oversight: Work closely with the Trust Coordinator to manage invoices, payments, and bank account records.
  • Continuing Education Coordination: Monitor and track attorney requirements for bar dues and continuing legal education, ensuring compliance.
  • Marketing Support: Provide reports on client engagement, maintain marketing materials, and assist in scheduling webinars and events.
  • Business Development: Track leads and assist with client onboarding processes, ensuring all necessary documentation is completed.
  • Billing Coordination: Edit pre-bill narratives, conduct quality control on invoices, and liaise with the accounting team as needed.
  • Family Office Management: Oversee client engagement letters and coordinate annual summits.
  • Volunteer Management: Manage charitable efforts and community involvement initiatives.
  • Time Management: Ensure accurate weekly time entry for all tasks performed.
  • Additional Duties: Perform other responsibilities as assigned to support the firm's operations.

Qualifications:

  • Bachelor's degree with relevant experience in a legal or professional services environment.
  • Proficiency in Microsoft Office Suite and project management tools, with a strong emphasis on Excel and document management software.
  • Ability to maintain confidentiality and manage sensitive information with discretion.
  • Exceptional organizational skills and attention to detail, with the ability to prioritize tasks effectively.
  • Strong interpersonal skills to foster effective relationships with clients and colleagues.
  • DC Notary certification is a plus.

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