Legal Practice Assistant Finance and Disputes

Herbert Smith Freehills Kramer LLP; New York (NY); On-site; USD 95,000 - 110,000; Full time

Job summary

Herbert Smith Freehills Kramer LLP in New York is seeking a Legal Practice Assistant to provide comprehensive administrative and operational support to busy legal teams. The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, expenses, client service, and cross-functional follow-up with confidentiality and accuracy.

Key responsibilities include invoicing and e-billing, open and maintain matters, manage

Qualifications

• Experience providing administrative support in a legal, professional service, or similarly deadline-driven environment.
• Working knowledge of billing, e-billing, expense, matter-management, and document-management processes.
• Proficiency with Microsoft Office applications and the ability to learn firm-specific systems.
• Strong written and verbal communication, proofreading, organization, and follow-through skills.
• Ability to manage multiple priorities, produce accurate work under time constraints, and exercise sound judgment with confidential information.
• Service-oriented approach and ability to collaborate effectively across departments, offices, and external service providers.

Responsibilities

• Billing and revenue coordination: Prepare, review, revise, and circulate draft and final invoices; maintain matter, purchase-order, client-matter, payor, and amount information; apply approved discounts, write-offs, and disbursements; route bills for approval; and follow up with Billing and Finance.
• E-billing support: Coordinate invoice uploads, correct identifiers, replace invoices, and resolve rejected or missing submissions.
• Matter administration: Open and maintain matters, sub matters, linked matters, and support files; confirm client and billing requirements; update descriptions, contacts, payors, team members, access, and matter roles; and assist with conflict-clearance workflows.
• Time-entry maintenance: Transfer time between matters, correct narratives and billing or phase codes, verify transfers, update matter details, and remove temporary language.
• Calendar, meeting, and travel coordination: Schedule calls and meetings, support calendar planning, prepare and maintain itineraries, coordinate travel logistics, and assist with passport and visa documentation.
• Document drafting and production: Draft routine engagement and administrative correspondence; prepare comparisons and redlines; print, copy, scan, bind, organize, and deliver agreements, advice packages, arbitration or hearing bundles, exhibit indexes, and other materials.
• Document management: Save and organize documents in the document-management system using accurate document IDs and version numbering; arrange scanning and return of original materials; and resolve routine document-formatting or printing restrictions.
• Expense and vendor administration: Prepare expense reports and reimbursements, reconcile receipts, confirm matter codes and narratives, identify attendees, address policy exceptions, register vendors, obtain approvals, and process outside-counsel invoices as disbursements.
• Client and contact support: Maintain electronic contacts, coordinate business-card requests and proofs, conduct client-service research, and support professional and business-development activities.
• Office and delivery support: Arrange couriers, urgent deliveries, office supplies, and other day-to-day logistical support.
• Cross-functional coordination: Work with Billing, Finance, Matter Management, Conflicts, Human Resources, Office Services, vendors, and other practice support professionals to track requests through completion.

Skills

Admin support

Billing & e-billing

Matter management

Time entry

Calendar & travel

Document drafting

Document management

Communication skills

MS Office

Confidentiality

Job description

Job Description

The Legal Practice Assistant provides comprehensive administrative and operational support to legal professionals and practice teams. The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, expenses, client service, and cross-functional follow-up while maintaining accuracy, responsiveness, and confidentiality.

Key Responsibilities

• Billing and revenue coordination: Prepare, review, revise, and circulate draft and final invoices; maintain matter, purchase-order, client-matter, payor, and amount information; apply approved discounts, write-offs, and disbursements; route bills for approval; and follow up with Billing and Finance.
• E-billing support: Coordinate invoice uploads, correct identifiers, replace invoices, and resolve rejected or missing submissions.
• Matter administration: Open and maintain matters, sub matters, linked matters, and support files; confirm client and billing requirements; update descriptions, contacts, payors, team members, access, and matter roles; and assist with conflict-clearance workflows.
• Time-entry maintenance: Transfer time between matters, correct narratives and billing or phase codes, verify transfers, update matter details, and remove temporary language.
• Calendar, meeting, and travel coordination: Schedule calls and meetings, support calendar planning, prepare and maintain itineraries, coordinate travel logistics, and assist with passport and visa documentation.
• Document drafting and production: Draft routine engagement and administrative correspondence; prepare comparisons and redlines; print, copy, scan, bind, organize, and deliver agreements, advice packages, arbitration or hearing bundles, exhibit indexes, and other materials.
• Document management: Save and organize documents in the document-management system using accurate document IDs and version numbering; arrange scanning and return of original materials; and resolve routine document-formatting or printing restrictions.
• Expense and vendor administration: Prepare expense reports and reimbursements, reconcile receipts, confirm matter codes and narratives, identify attendees, address policy exceptions, register vendors, obtain approvals, and process outside-counsel invoices as disbursements.
• Client and contact support: Maintain electronic contacts, coordinate business-card requests and proofs, conduct client-service research, and support professional and business-development activities.
• Office and delivery support: Arrange couriers, urgent deliveries, office supplies, and other day-to-day logistical support.
• Cross-functional coordination: Work with Billing, Finance, Matter Management, Conflicts, Human Resources, Office Services, vendors, and other practice support professionals to track requests through completion.

Qualifications and Skills

• Experience providing administrative support in a legal, professional service, or similarly deadline-driven environment.
• Working knowledge of billing, e-billing, expense, matter-management, and document-management processes.
• Proficiency with Microsoft Office applications and the ability to learn firm-specific systems.
• Strong written and verbal communication, proofreading, organization, and follow-through skills.
• Ability to manage multiple priorities, produce accurate work under time constraints, and exercise sound judgment with confidential information.
• Service-oriented approach and ability to collaborate effectively across departments, offices, and external service providers.

Core Competencies

Attention to detail * Client service * Confidentiality * Collaboration * Initiative * Prioritization * Problem solving * Responsiveness

Salary Range - $95,000 - $110,000