Client Coordinator

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 modified
  • Weekly follow-up with other PW Team members regarding task/client tracker updates
  • Send weekly Teams task list to lead partner on Fridays
  • Lead 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 itineraries
  • Maintain client/associate travel list and contacts
• External and Internal Scheduling
  • Schedule document review meetings or client document signings; arrange for notaries/witnesses
  • Schedule prospect meetings and prepare marketing materials
  • Schedule internal meetings with supervising attorneys
  • Quarterly group meetings and activities
  • Client dinners, sporting events and other business development efforts

• Meeting Preparation
  • Confirm with supervising attorneys that documents are complete
  • Pull client files and/or email traffic
  • Coordinate 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 expenses
  • Submit receipts and reports using Chrome River
• Document Drafting and Client Binders
  • Follow PW formatting protocols to draft and edit documents as needed
  • Draft Agreements, Letters of Engagement, Letters of Transmittal, and other form documents upon request
  • Use the comparison feature to show track changes when editing documents
  • Create 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 statuses
  • Use Microsoft Teams Planner to review case status and open items
  • Follow-up on team deadlines
• Client Trust Administration
  • Communicate with Trust Coordinator regarding invoices and payments
  • Properly identify bank account numbers and account balances
  • Write checks and file electronic copies in NetDocs
  • Monthly bank statement downloads and record them on the master spreadsheet
  • Manage "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 office
  • Liaise with internal marketing team to update materials, social media or to assist with special projects as
  • Work with clients on scheduling webinar presentations and track event from inception to completion
  • Manage attorney Outlook Contacts and separate industry contact lists
  • Oversee prospect tracker and follow-ups
  • Send mass marketing emails to attorney contacts
  • Maintain files on all marketing materials produced by the attorneys
• Business Development, Client Discovery and Onboarding
  • Track leads with Salesforce
  • Assist PW group with discovery and onboarding efforts
  • Run conflict checks and open new matters
  • Send 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 timekeepers
  • Pre-bill Quality Control: Reconcile timekeeper pre-bill notes with final invoices; submit pre-bill edits to lead partner for review
  • Look-up timekeeper rates upon request
  • Report on client AR and WIP upon request
  • Coordinate with the BH accounting & billing team as needed
• Family Office
  • Prepare, send and track letters of engagement; update excel chart for billing
  • Schedule Annual Summits with clients and their advisors
  • Inventory bank statements each month in Excel and add the document to NetDocs and VFO by the 15th 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 assigned

Requirements:

• Bachelor's degree and 3-5 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.