Legal Administrative Project Coordinator

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Job Description:

As the Administrative Project Coordinator you will:

* Perform assignments that are varied and complex in nature, often while under time critical deadlines.
* Coordinate complex travel requests including, but not limited to, the procurement of visa-related materials and passport renewal applications.
* Troubleshoot software and hardware being used by attorneys, in consultation with technology staff.
* Assist with document management and records retention for administrative files.
* Develop project strategies to ensure efficient completion of tasks.
* Consult with the Firm's support departments and internal staff at all levels, verifying the accuracy of completed work.
* Acquire and deploy an understanding of all practice areas of the Firm along with knowledge of practice-specific tasks.
* Coordinate with other Firm offices, both domestic and international, as required.
* Assist with Department initiatives and special projects.
* Assure that all completed projects adhere to accepted professional standards.
* Assist with preparing materials for presentations and conferences.
* Enter attorneys' time records and submit attorneys' expense reports.
* Assist with attorneys' calendaring and scheduling requests.
* Assist with attorneys' administrative requests.
* Perform responsibilities of other support services when needed, including printing, scanning, duplicating, quality control, faxing, and hand-delivering packages.
* Organize and facilitate conference and video calls.
* Answer, screen, place phone calls, and take detailed messages.
* Monitor, assign, and complete job requests received through the Supplemental Work Assistance Team service.
* Assist with processing and payment of vendor invoices.
* Open, read, and route mail, as directed.
* Demonstrate strong interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
* Manage Firm resources responsibly.
* Comply with and understand Firm operations, policies and procedures.
* Perform other related duties, as assigned.
* Prepare engagement letters and new matter memos for new clients and matters.
* Assist with new-business conflicts process.
* Assist in promoting business development, entering contacts, and business activities in InterAction and coordinating with Marketing department, as required.
* Coordinate with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services, and external vendors.
* Coordinate client-related business meals and maintains up-to-date knowledge of Firm- and attorney-preferred restaurants.
* Receive and interact with incoming clients and visitors.

Job Requirements:

Qualifications:

* Ability to provide upper-margin customer service

* Ability to synthesize information so as to prioritize and organize tasks

* High proficiency with relevant Firm computer software programs such as Outlook, Excel (including, but not limited to, PivotTables, Filters, Conditional Formatting) and PowerPoint, with the ability to learn new software and operating systems

* High level of professionalism

* Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations

* Initiative and confidence to assume a high level of responsibility in a fast-paced environment

* Ability to handle confidential/sensitive matters

* Ability to read, interpret, convey and follow instructions

* Excellent attention to detail; is neat and accurate

* Ability to communicate effectively and maintain a calm and professional demeanor

* Ability to work well independently, as well as effectively, within a team

* Ability to handle multiple projects, assignments and shifting responsibilities and deadlines

* Ability to work well under pressure

* Strong organizational skills

* Flexibility to adjust hours and work the hours necessary to meet operating and business needs

* Flexibility to travel as required

* Ability to work in office

* Must be a Notary Public licensed in New York State or able to obtain a commission within six months of joining the Firm

Education And Experience:

* Bachelor's Degree

* Minimum two years' related experience in a law or professional services firm