San Francisco - Practice Coordinator

SUMMARY

The Practice Coordinator role supports partners with the most important aspects of their client relationships, practice responsibilities, and firm leadership roles. A key expectation of this position is the ability to develop a comprehensive understanding of the operational and logistical needs of the partners, their clients, and the legal teams supporting client work.

This position demands a high level of professionalism, sound judgment, acute attention to detail, discretion, and the ability to manage fluctuating demands under accelerated and often changing deadlines. Practice Coordinators must have the ability to develop and maintain effective working relationships, remain composed and focused under pressure, and communicate clearly and professionally with everyone. The Practice Coordinator will collaborate with departments across the firm and will have support for administrative tasks including functions centralized in the Winston Resource Center ("WRC"). Overtime and flexibility in schedule are required from time to time.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General

• Assist attorneys in preparing for client meetings, deal closings, hearings, trials, depositions, and other client related project support.
• Coordinate and manage calendars, matter related deadlines, and travel schedules; provide summaries and reports as needed as well as clear and timely communication to all those impacted by changing schedules.
• Coordinate and plan meetings and events, working closely with firm concierge resources on logistics and execution.
• Collect and submit information needed to open new matters and run conflicts; draft engagement letters; communicate client specific requirements regarding billing and matter management.\
• Interact and follow-up with clients, outside counsel and others, as needed.
• Prepare Audit Letter Requests (ALQ) and draft audit responses to client's auditor.
• Arrange travel through the firm's travel company.
• Track and process expense reimbursements and vendor invoices.
• Enter attorney billable time.
• Create, format and revise documents, correspondence, and other materials using firm software.
• Maintain and update contact lists, create labels and coordinate mailings as directed.
• Assist attorneys with firm related responsibilities and leadership roles.

Billing

• Review and edit pre-bills for submission to billing department and research/identify outstanding invoices and payments, when needed.
• Track work in progress and account receivables.
• Coordinate with Biller to finalize bills.

Litigation

• Prepare and serve discovery requests and response shells according to specific court requirements.
• Prepare pleading shells for motions, notices, and other court documents.
• E-file with state, federal, and appellate courts and remain up to date on format, filing requirements and deadlines.
• Ability to research federal, appellate, and state court procedures, including Local Rules and Judge's Standing Orders in preparation for court filings.
• Ability to navigate court docket portals to locate filed documents and reserve hearing dates.
• Generate Table of Contents and Table of Authorities for briefs using Best Authority.
• Prepare production of documents, including Bates stamping.
• Assist with deposition and trial preparation, including preparation of exhibit binders.
• Track deadlines and status of cases/matters and update lawyers and/or docketing department on deadlines, as needed.
• Schedule court hearings and depositions and arrange mediation/arbitration services, court reporting services, and meeting rooms as necessary.

BASIC QUALIFICATIONS (Must be listed on resume to be considered):

• High School Diploma or GED Equivalent required. Bachelor's degree or equivalent work experience desirable.
• Two or more years of administrative support experience in a professional services organization required. Law firm experience preferred.
• Must reside within a commutable distance to the applicable local office with the ability to come into the office 3-4 days per week.

COMPETENCIES:

Adaptability:

• Ability to learn and embrace new skills and best practices as the position evolves and firm needs change
• Ability to work with frequent interruptions and adapt to changes in workflow

Quality:

• Ability to produce quality work product in a fast-paced, dynamic environment including prioritizing numerous tasks and completing them under time constraints; strong organizational skills and attention to detail

Problem Solving/Solution Orientation:

• Ability to act and communicate in a solution-oriented manner; excellent problem solving and collaboration skills

Collaboration:

• Ability to develop relationships and foster teamwork at all levels of the firm

Professionalism:

• Ability to maintain strict confidentiality with respect to external client and internal firm matters
• Ability to maintain composure and demonstrate good judgment
• Ability to speak comfortably and professionally with attorneys, staff, clients, court personnel, and vendors

Skills:

• Ability to develop proficiency in legal and administrative applications that support firm operations and client work; ability to work in an electronic environment including aptitude to set up and host virtual meetings
• Excellent interpersonal, verbal, and written communication skills
• Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, staff, clients, court personnel, and vendors
• Computer proficient with working knowledge of MS Office required (Word, Excel, PowerPoint), Outlook, Adobe software, and virtual meeting software (i.e., MS Teams). Strong document formatting and data entry skills required.
• Excellent organizational skills including calendar management, record keeping, data collection, and system information
• Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally
• Analytical and technical skills requiring an aptitude for detail and to perform essential administrative functions and utilize firm software
• Strong time management skills

• Reliability, flexibility, and adaptability in a team and service-oriented environment with ability to consistently provide a high level of service to internal and external clients
• Ability to exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills

• Flexibility to work extended hours as needed, often with minimal notice.

BENEFITS

Winston offers comprehensive benefits that provide a full spectrum of coverage and support for our full-time employees and their families. Additional information about benefits and rewards can be found here.

SALARY

San Francisco based applicants only: The target annual salary range for this role is currently $85,000- $115,000 based on a regular, full-time schedule. The amount of compensation offered will be determined by several factors, including but not limited to experience, qualifications ,market data and internal equity. Total compensation includes a comprehensive healthcare benefits package, yearly retirement contribution, and may include an annual discretionary merit bonus.

We value diversity in the workplace. EOE/Minorities/Females/Vets/Disabled (EOE=Equal OpportunityEmployer) #LI-DC2