Client Account Coordinator - Trademark

Baker Brand; Costa Mesa (CA); Hybrid; USD 90,000 - 110,000; Full time

Job summary

Baker Brand in Orange County is seeking a Client Account Coordinator focused on the trademark practice. This non-exempt, hybrid role reports to the Office Administrator and supports clients and matters from intake through lifecycle while delivering high-level service to attorneys and staff.

The ideal candidate has 5+ years of related experience, strong MS Office/Excel skills, and familiarity with legal billing processes. This role emphasizes accuracy, organization, and client communication.

Qualifications

• Bachelor’s degree with 5+ years of related experience or equivalent experience.
• Experience supporting a trademark practice is preferred.
• Proficient in Microsoft Office including Word, Outlook; strong Excel knowledge.

Responsibilities

• Coordinate all steps for new and current clients and matters (intake, billing, collections, attorneys and staff).
• Oversee new client/matter setup; capture billing information, rates, budgets and codes.
• Ensure Outside Counsel Guidelines are understood and monitored.
• Oversee e-billing accuracy; clear rejections promptly.
• Track proformas and ensure timely invoicing and compliance with OCG.
• Communicate with clients to resolve issues; investigate and resolve discrepancies.
• Prepare client reporting and liaise with AR specialists at year-end.
• Schedule and attend meetings with billing attorneys as needed.
• Perform other duties as assigned.

Skills

Client service

Communication skills

Organizational skills

Attention to detail

Deadline-driven

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Excel

Legal billing systems

Job description

Our Orange County Office has an excellent opportunity for a Client Account Coordinator with a focus on the trademark practice. This is a non-exempt, hybrid position that reports to the Office Administrator. The ideal candidate will provide comprehensive client support and will be responsible for managing the assigned clients and matters from intake through the lifecycle of the client while providing a high level of customer service to the Firm’s attorneys, secretaries, staff, and clients.

Responsibilities

• Communicate and coordinate all steps of the process for new and current clients and/or matters: intake, billing, collections, client value team, attorneys and other timekeepers working on all assigned clients and/or matters.
• Oversee the setup of new clients and/or matters. Ensure that billing arrangements, rates, task codes, budgets, and other client billing information are accurately captured and updated as needed.
• Ensure setups are correct. Outside Counsel Guidelines (OCG) are understood, communicated and monitored.
• Ensure e-billing is done correctly; accepted and rejections cleared timely.
• Track proformas for client matters to ensure prompt issuance, review, edit, and return to billing department. Ensure compliance with OCG.
• Monitor billing to ensure edited proformas are invoiced and sent to clients timely.
• Correspond with client to solve issues. Research and resolve client issues and discrepancies with software, reports and billing processes.
• Prepare special client reporting.
• Collections and coordinating with AR specialists with an added emphasis to this task at fiscal year-end and calendar year-end.
• Timely and accurate completion of tasks in an organized, effective and positive manner.
• Prepare, schedule and/or attend meetings with billing attorneys, as needed.
• Other duties may be assigned.

Requirements

• Bachelor’s degree with a minimum of five (5) years of related experience, or the equivalent combination of education, training, and experience may substitute for education requirement.
• Prior experience supporting a trademark practice.
• Demonstrated proficiency in Microsoft Office Suite including Word, Outlook and strong working knowledge of Excel.
• Demonstrated ability to use legal and financial research systems.
• Proven aptitude to learn new software applications.
• Working knowledge of the legal billing process.
• Excellent written and verbal communication skills. Ability to communicate effectively with all levels of staff members and attorneys.
• Ability to read and interpret documents such as operating instructions, procedure manuals, general business periodicals, professional journals, technical procedures, governmental regulations, financial reports, and legal documents.
• Ability to write business correspondence that are concise, professional and accurate.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to calculate figures and amounts such as discounts, proportions, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Exhibit independent thinking and decision making.
• Excellent organizational and planning skills with ability to prioritize multiple tasks and projects to meet deadlines.
• A tolerance for uncertainty and an ability to prioritize and complete simultaneous projects with minimal supervision.
• Ability to work in a fast-paced environment with strict deadlines and demanding individuals.
• Ability to exercise discretion with confidential and sensitive information.
• A strong client service approach and team orientation.

The expected annual salary for this position ranges from $90,000 to $110,000. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.

#LI-Hybrid

Equal Opportunity Employer
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