Client Service Specialist

Paul Hastings; New York (NY); On-site; USD 86,000 - 118,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Flexible Spending Accounts

Paid Holidays and PTO

Retirement Plan Consulting

Professional Development Programs

Job summary

Paul Hastings is seeking a Client Service Specialist (Legal Secretary) in New York to support the Real Estate Department. This role involves providing administrative services, coordinating legal tasks, and managing client communications effectively.

The ideal candidate should have a Bachelor’s degree and at least 4 years of relevant legal experience, demonstrating strong proficiency in legal documentation and client service. The position offers a salary range between $86,000 and $118,000 annually.

Qualifications

• Bachelor’s degree preferred.
• At least 4 years of legal secretarial or relevant legal experience required.
• Real Estate experience preferred.

Responsibilities

• Maintain consistent physical presence for collaboration.
• Coordinate legal tasks and projects.
• Manage calendar and meeting coordination.
• Review and revise documents.
• Oversee client billing process.

Skills

Organizational skills

Expertise in English grammar

MS Word proficiency

MS Outlook proficiency

MS Excel proficiency

MS PowerPoint proficiency

Legal billing knowledge

Document management proficiency

Excellent communication skills

Education

Bachelor’s degree

Job description

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world's top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Job Title

Client Service Specialist

Location

New York

Regular/Temporary

Regular

Job Description Summary

We have an opening for a Client Service Specialist (Legal Secretary) in our New York office to support our Real Estate Department. The Client Service Specialist provides administrative client services to both internal and external clients.

Job Description

• Maintain a consistent physical presence required to facilitate an interactive and collaborative environment ensuring that assignments, cross‑training, and peer level support are optimized to provide seamless support;
• Coordinate legal practice tasks and projects;
• Coordinate administrative functions and facilitate completion of tasks such as calendar management, meeting coordination, finance/billing‑related tasks, time and expense entry, opening of new matters, client presentations, meetings, and other administrative projects as assigned;
• Coordinate with and delegate to firm resources including Document Processing Services, Williams Lea, Client Service Center, practice support or similar departments in international offices in the handling of tasks and projects;
• Review, redline and revise documents; prepare complex legal documents and correspondence; apply subject matter expertise in coordination of legal practice tasks and projects; maintain client materials in document management system;
• Coordinate support through the finance department including editing and reviewing the process of client bills, correct time entry, and promotion of time entry best practices;
• Review and support of the client billing process to include proofreading, application of task codes and matter management skills, preparation of expense reporting and audits as required, maintenance and consistency with billing protocols and other accounting functions;
• Manage the legal and administrative practices of attorneys and facilitate service levels that meet client requirements;
• Work overtime as required; and
• Demonstrate adaptability, flexibility, initiative, and innovation in handling a wide variety of additional projects as required.

Proficiencies

• Advanced ability to organize, prioritize, coordinate, delegate, and work as part of a team;
• Advanced to expert proficiency in rules of English grammar, spelling and punctuation;
• Advanced proficiency in MS Word and document editing/comparison applications;
• Advanced proficiency in MS Outlook and web‑based conference call/web‑sharing applications;
• Advanced proficiency in MS Excel and spreadsheet/database applications;
• Advanced proficiency in MS PowerPoint and presentation applications;
• Advanced knowledge of time keeping, expense processing, and legal billing;
• Advanced knowledge of relevant jurisdictional/court/agency processes and procedures;
• Advanced proficiency in document management applications;
• Proven ability to function as a coordinator with other firm‑wide departments with necessary communication skills to transfer instructions/data, verify results, resolution of conflict and delivery or results; and
• Excellent written and oral communications required with strong ability meet deadlines and provide results while supporting firm policy and procedures.

Qualifications

• Bachelor’s degree (preferred);
• At least 4 years of legal secretarial experience or relevant legal experience (required);
• Real Estate experience (preferred).

The salary wage range for New York that we expect to pay for this position is a minimum of $86,000 and a maximum of $118,000 annually. The actual pay wage may vary based on experience or other relevant factors.

Employees will be provided with an excellent career opportunity in a collaborative environment, in addition to a generous total compensation package with the opportunity to earn bonuses based on individual contribution and firm profitability.

Benefits

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability
• Flexible Spending Accounts and Health Savings Account
• Healthcare Concierge and Advocacy
• Lifestyle Spending Account
• Voluntary 401(k) Plan and Profit Sharing
• 10 Paid Holidays per year and a generous PTO Program
• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring
• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events)
• Retirement Plan Consulting
• Anniversary Bonus Program
• Professional Development Programs
• Transportation and Commuter Benefits
• International Travel Insurance
• Critical Illness, Hospital Indemnity and Accident Insurance
• Auto/Home/Pet Insurance
• Prepaid Legal Insurance
• Employee Discounts
• And More!

Paul Hastings is an equal opportunity employer. Pursuant to applicable local law, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the relevant fair chance ordinance.