Client Coordinator
6 months ago
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 modifiedWeekly follow-up with other PW Team members regarding task/client tracker updatesSend weekly Teams task list to lead partner on FridaysLead 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 itinerariesMaintain client/associate travel list and contacts
External and Internal Scheduling
Schedule document review meetings or client document signings; arrange for notaries/witnessesSchedule prospect meetings and prepare marketing materialsSchedule internal meetings with supervising attorneysQuarterly group meetings and activitiesClient dinners, sporting events and other business development efforts Meeting Preparation Confirm with supervising attorneys that documents are completePull client files and/or email trafficCoordinate 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 expensesSubmit receipts and reports using Chrome River Document Drafting and Client Binders Follow PW formatting protocols to draft and edit documents as neededDraft Agreements, Letters of Engagement, Letters of Transmittal, and other form documents upon requestUse the comparison feature to show track changes when editing documentsCreate 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 statusesUse Microsoft Teams Planner to review case status and open itemsFollow-up on team deadlines Client Trust Administration Communicate with Trust Coordinator regarding invoices and paymentsProperly identify bank account numbers and account balancesWrite checks and file electronic copies in NetDocsMonthly bank statement downloads and record them on the master spreadsheetManage “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 officeLiaise with internal marketing team to update materials, social media or to assist with special projects asWork with clients on scheduling webinar presentations and track event from inception to completionManage attorney Outlook Contacts and separate industry contact listsOversee prospect tracker and follow-upsSend mass marketing emails to attorney contactsMaintain files on all marketing materials produced by the attorneys Business Development, Client Discovery and Onboarding Track leads with SalesforceAssist PW group with discovery and onboarding effortsRun conflict checks and open new mattersSend 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 timekeepersPre-bill Quality Control: Reconcile timekeeper pre-bill notes with final invoices; submit pre-bill edits to lead partner for reviewLook-up timekeeper rates upon requestReport on client AR and WIP upon requestCoordinate with the BH accounting & billing team as needed Family Office Prepare, send and track letters of engagement; update excel chart for billingSchedule Annual Summits with clients and their advisorsInventory bank statements each month in Excel and add the document to NetDocs and VFO by the th 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 assignedRequirements:
Bachelor’s degree and - 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.
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