Legal Practice Coordinator (Real Estate)

The Legal Practice Coordinator performs a wide range of administrative tasks to support assigned attorneys and other timekeepers. Plays an integral role in daily practice support, combining premier assistance with administrative, organizational, project-based, and practice-related responsibilities to provide comprehensive support. Leverages detailed knowledge of legal procedures, firm operations, and client needs to ensure seamless and efficient management of attorney schedules, client matters, billing, and practice-related projects. Provides a high level of client service and support while producing a high volume of consistently excellent work product. The Legal Practice Coordinator maintains a general knowledge of the firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients to enhance and promote communication between attorneys and their clients and to provide excellent, personalized service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position. This individual will be supporting MoFo’s Real Estate practice group.

Administrative Coordination

• Calendar Management : Maintains detailed calendars displaying appointments, deadlines, travel schedules, and conference calls. Proactively tracks important dates to ensure timely completion of key tasks.
• Communication Coordination : Provides professional relationship management with external and internal clients. Serves as a direct point of contact for telephone calls, emails, and in-person inquiries. Exercises sound judgment when screening communications, facilitating effective follow-up and high-quality client service.
• Contact Management : Creates and maintains client/matter lists and communication lists. Maintains contacts in Outlook and Salesforce.
• Document Filing : Manages both paper and electronic files in compliance with the firm’s records management policies, ensuring confidentiality and accuracy. Creates and maintains working files and binders as requested. Utilizes firm-provided software to accurately store email messages and maintain and retrieve files.
• Auditor Requests and Opinion Letters : In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests. Assists with preparation of Opinion Letters.
• Opening and Closing Matters : Utilizes firm-designated workflow software to open and close matters. Processes and tracks conflict reports. Prepares engagement letters. Initiates client file transfer requests and assists with client disengagements. May facilitate the secure transfer of case/client data in accordance with firm’s data security policy.
• Firm Policy and Procedure Adherence : Demonstrates an advanced understanding of the firm’s administrative protocols and policies, including conflict checks, new client intake, and proper record-keeping.
• Records work tasks on a daily basis, tracking time spent on tasks.

Document Production

• Document Preparation : Creates, edits, proofreads, and finalizes complex and practice‑specific legal and administrative documents, forms, and correspondence, ensuring accuracy and completeness.

General Practice Support

• Project Support : Engages in active coordination of practice-related projects such as practice group meetings and initiatives, client or industry research, and event planning. Interprets objectives, designs project timelines, and ensures that deliverables align with the firm’s expectations.
• Business Development and Client Maintenance : Supports attorneys’ efforts to maintain client relationships. Coordinates pitch materials, tracks leads, updates contact databases, and arranges key client meetings. Assists with social media or targeted outreach.
• Cross-Department Collaboration : Partners with other administrative departments (Billing, Marketing, IT, Office Services) to assemble critical information, coordinate billing tasks, and maintain client satisfaction.

Billing and Financial Administration

• Time Entry and Reporting : Upon attorney request, diligently manages attorney time, including inputting timenotes provided by attorney, editing and proofreading, and ensuring compliance with matter codes and billing guidelines. Proactively reminds attorneys of time entry deadlines and collaborates with them to ensure timely submission. Collaborates with attorneys to finalize and submit time daily.
• Budgeting : Collaborates with Client Account Manager, Pricing Team, and attorneys to respond to client requests for budgets, projections, costs incurred, and related reports.
• Invoice Coordination : Collaborates with Client Account Specialist or Client Account Manager and assigned timekeepers to manage billing process, including editing prebills, generating reports, and performing final proofing and sending out final invoices. May assist with collection efforts. Coordinates client, matter, and timekeeper inquiries.
• Expense Management : Prepares expense reimbursements, reconciles travel expenditures, arranges for payment of invoices, and prepares check requests as needed.

ABOUT YOU

• Bachelor’s or Associate’s degree in business, finance, or a related field and relevant certifications is highly preferred.
• Minimum 3+ years’ experience supporting attorneys, including partners, in a law firm or professional services environment. Experience managing complex administrative tasks, legal documents, and sophisticated scheduling required and an in‑depth understanding of law firm practice areas.
• Project Management Skills : Experience coordinating cross-functional or interdepartmental projects and ensuring that deadlines are met.
• Technical Skills : Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat Pro, DocuSign, electronic filing platforms, document management systems, CRM platforms, expense reimbursement, time, attendance and billing tracking software ( e.g. , Aderant or 3E) is essential.
• Adaptability to Technology : A strong ability to learn and adapt to new software applications and technological tools. Comfort with ongoing changes in technology and willingness to embrace new systems and processes as they are introduced.
• Communication and Organization : Excellent communication skills and the ability to build effective internal and external client relationships. Excellent grammar, attention to detail, and ability to manage multiple deadlines in a fast-paced practice group. Must exhibit discretion, diplomacy, and professionalism in verbal and written communications. Ability to interact effectively with all levels of management and staff and a variety of external entities, including clients and prospective clients of the firm.
• Time Management : Ability to work under pressure and complete job assignments in an accurate and timely manner. Strong organizational skills and the ability to apply strong attention to detail to all levels of work. Ability to multitask, prioritize work, and meet deadlines.
• Judgment and Initiative : Uses sound decision making and judgment. Skilled in prioritizing high-volume workloads, solving problems proactively, and maintaining confidentiality.
• Client-Focused Mindset : Demonstrated ability to maintain positive internal and external client relationships and anticipate needs.
• Continuous Improvement Orientation : Eagerness to refine processes and adopt best practices for tasks like billing, filings, or scheduling. Exhibits a proactive approach to learning, including seeking out training opportunities and resources to enhance technological skills .
• Travel Requirements : Availability to travel, if needed, for certain practice groups or client engagements.
• Overtime: Must have flexibility to work extended hours to meet urgent practice or client deadlines.