Practice Support Specialist & Office Coordinator

Human Resources Full Time Chantilly, VA, US
Salary Range: $110,000.00 To $135,000.00 Annually
Redgrave LLP is seeking a Practice Support Specialist & Office Coordinator to work onsite at its Chantilly, Virginia office. The Practice Support Specialist & Office Coordinator is an evolution of the traditional legal assistant position and is ideal for a professional who brings strong legal administrative and operational foundations. This hybrid role pairs hands-on legal support for our attorneys with day-to-day office management: reception, mail, supplies, space and assignment coordination, and office events. The position is approximately 60% practice support and 40% office coordinator, and the balance may shift with the needs of our attorneys and the office.
ESSENTIAL DUTIES, TASKS, AND RESPONSIBILITIES

Coordinate matter management support, such as assisting with client intake, engagement letter preparation, deadline tracking, production tracking, project workflow, and maintaining and organizing files and templates within the firm's document and knowledge management system, iManage
Collaborate with timekeepers and firm leadership to improve practice group processes and efficiency
Pull cases and documents as requested in Westlaw and Lexis
Enter and review time summaries, proformas, and prebills and ensure completeness and consistency with the firm's billing guidelines and client requirements
Greet clients and visitors, answer and route phone calls, and keep the office front area and conference rooms presentable;attend and support client or internal meetings, documenting decisions and guidance, as requested
Sort and distribute incoming mail, prepare outgoing mail and courier or overnight shipments, and log deliveries
Track and reorder office supplies, kitchen and incidental items, and printer and copier consumables within budget
Maintain on-site storage and file rooms, including organization, labeling, and coordination of off-site archiving
Support the coordination of office and conference room use for attorneys, staff, visiting colleagues, and new hires
Serve as the onsite contact for building management and vendors (IT, equipment, cleaning), and report maintenance issues
Perform additional administrative tasks as assigned
SKILLS, KNOWLEDGE, AND ABILITIES

Keen sense of urgency and ability to manage multiple matters and competing priorities independently with minimal supervision
Excellent organizational skills, interpersonal and customer service skills, and ability to synthesize complex information into clear, actionable insights
Comfortable operating in a fast-paced environment with shifting priorities and emerging technology
Works effectively across groups, offices, and administrative teams
Impeccable written and verbal communication skills, combined with superior attention to detail in creating and proofreading all types of documentation
Superior computer skills with M365
Well-developed skills in iManage and other document management software (such as SharePoint, Teams, ShareFile, etc.)
Experience using Aderant for time entry and reporting
Maintain confidentiality in all aspects of client and firm information
Ability to improve quality, cost, delivery, and productivity through continuous improvement activities desirable
QUALIFICATIONS

Bachelor's degree or higher preferred; relevant coursework in legal studies, business, or information management is a plus
Associate degree accepted, dependent on significant prior work experience
Demonstrated experience with e-discovery platforms, document management systems required
3-5+ years of experience in a law firm, legal department or professional services firm is a plus
PHYSICAL REQUIREMENTS

Occasionally lifts objects weighing up to 10 pounds
Frequently reaches and grasps with arms and hands; occasionally stoops and bends; must have manual dexterity
Ability to closely examine and inspect materials
Ability to identify and distinguish colors
Ability to travel as needed
Frequently uses a keyboard to enter or transform words or data
This position is onsite, requiring the incumbent to work onsite five (5) days per week from the firm's Chantilly, Virgina office. The office hours are 8:30 am to 5:30 pm, Monday through Friday.
BENEFITS

Redgrave LLP is committed to supporting our employees and ensuring their needs are met beyond the workplace. We offer a flexible portfolio of benefits and services, including
medical, dental, and vision coverage
a 401(k) plan
additional benefits to help you prepare for retirement
free access to Employee Assistance Programs
other programs designed to help you and your family stay healthy, feel secure, and enjoy a positive work/life balance.
Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; however, it should not be construed as an exhaustive statement. Unless they begin with the word "may," the essential duties, tasks, and responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.
Redgrave LLP is an Equal Opportunity Employer.

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