Client Service Specialist

Paul Hastings, LLP; Washington (District of Columbia); On-site; USD 84,000 - 115,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life Insurance

Disability insurance

401(k) Plan

Paid holidays

Paid time off

Parental leave

Wellbeing programs

Job summary

Paul Hastings, LLP in Washington, DC, seeks a Client Service Specialist (Legal Secretary) to provide administrative support to timekeepers and clients. This role coordinates legal tasks, billing, document preparation, and cross‑department collaboration to ensure seamless service and client satisfaction.

The position requires a bachelor’s degree and at least 4 years of litigation secretarial experience, with advanced MS Office skills and a professional, collaborative work ethic.

Qualifications

• Bachelor’s degree preferred;
• 4+ years of legal secretarial or relevant legal experience required;
• Litigation experience required;
• Professional presence and positive work environment.

Responsibilities

• Provide administrative support to timekeepers, internal and external clients.
• Coordinate legal practice tasks and client bills; assist with time/expense entry.
• Prepare complex legal documents and correspondence; file with courts as needed.
• Coordinate with firm departments to ensure seamless service and event planning.
• Maintain client materials in document management systems and ensure deadlines.
• Support billing processes, rate changes, write-offs, and audits as required.
• Work in a team environment and adapt to additional projects as needed.

Skills

Communication skills

MS Word

MS Outlook

MS Excel

MS PowerPoint

Billing knowledge

Document management

Education

Bachelor’s degree (preferred)

4+ years legal secretarial experience

Tools

Document Management Systems

Billing Software

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

Washington, D.C.

Regular/Temporary

Regular

Job Description Summary

We have an opening for a Client Service Specialist (Legal Secretary) in our Washington, DC office.

The Client Service Specialist provides administrative support to timekeepers, other internal clients, and external clients.

Job Description

In this capacity, the Client Service Specialist will:

• 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;
• Manage the legal and administrative practices of attorneys and facilitate service levels that meet client requirements;
• Coordinate administrative functions and facilitate completion of tasks including such as 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;
• Prepare complex legal documents and correspondence; File with appropriate court or agency; Apply subject matter expertise in coordination of legal practice tasks and projects; and Maintain client materials in document management system;
• Coordinate support through the Finance Department including editing and reviewing client bills, correct time entry, and promote time entry best practices;
• Review and support of the client billing process to include proofreading, application of task codes and matter management skills, coinciding math aptitude and skills to support rates, rate changes, write-offs, preparation of expense reporting and audits as required, maintenance and consistency with billing protocols, and other accounting functions;
• Assist in coordinating and planning client events to ensure seamless execution and positive client experiences;
• Work individually and in a team environment to provide support to timekeepers and ensure business continuity;
• 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);
• Litigation experience (required); and
• Uphold a professional presence while fostering a respectful and positive work environment.

The salary wage range for Washington, D.C. that we expect to pay for this position is a minimum of $84,000 and a maximum of $115,000 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.

Eligible employees can participate in the Firm’s comprehensive benefits program, which include the following:

• 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!

The Firm fosters an open and inclusive work environment that enables us to provide clients with the innovative thinking of teams rich in talent, experience and creativity. We regularly host programs intended to increase cultural competencies and address key topics related to community, opportunity and inclusion. Learn more about our Global Inclusion initiatives here: Global Inclusion

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.