Legal Practice Assistant Finance and Disputes

Herbert Smith Freehills Kramer (US) LLP; United States; On-site; USD 95,000 - 110,000; Full time

Job summary

Herbert Smith Freehills Kramer (US) LLP in New York is seeking a Legal Practice Assistant to provide comprehensive administrative and operational support to our legal professionals and practice teams.

The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, and expenses while upholding accuracy, confidentiality, and client service.

Qualifications

• Experience providing administrative support in a legal, professional service, or deadline-driven environment.
• Working knowledge of billing, e-billing, expense, matter-management, and document-management processes.
• Proficiency with Microsoft Office applications and ability to learn firm-specific systems.

Responsibilities

• Billing and revenue coordination: Prepare, review, revise, and circulate invoices; maintain matter, client-matter, payor, and amount information; apply discounts and write-offs; route bills for approval; 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, update descriptions, contacts, payors, team members, access, and matter roles; assist with conflict-clearance workflows.
• Time-entry maintenance: Transfer time between matters, correct narratives and billing codes, verify transfers, update matter details.
• Calendar, meeting, and travel coordination: Schedule calls and meetings, plan calendars, coordinate travel logistics, 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 materials.
• Document management: Save and organize documents with IDs and version numbering; arrange scanning and return originals; resolve formatting issues.
• Expense and vendor administration: Prepare expense reports and reimbursements, reconcile receipts, confirm matter codes, process outside-counsel invoices as disbursements.
• Client and contact support: Maintain electronic contacts, coordinate business-card requests and proofs, support client-service research, assist with business-development activities.
• Office and delivery support: Arrange couriers, urgent deliveries, office supplies, and day-to-day logistical support.
• Cross-functional coordination: Work with Billing, Finance, Matter Management, Conflicts, HR, Office Services, and vendors to track requests through completion.

Skills

Administrative support

Billing & e-billing

Matter administration

Time-entry maintenance

Calendar & travel coordination

Document production

Client service

Confidential handling

Tools

Microsoft Office

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

Working Pattern

Full time

Location

New York

Contract type

Permanent

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.

Herbert Smith Freehills Kramer is an equal opportunity employer. The firm is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives.

The firm does not discriminate on the basis of race, color, creed, religion, sex, national origin, veteran status, mental or physical handicap or disability, age, citizenship status, alienage, ancestry, marital status, sexual orientation, gender identity, or expression or any other criteria prohibited under applicable federal, state or local law.

At Herbert Smith Freehills Kramer, we align your growth and ambition with ours. We invest in your personal and professional growth and support you to achieve your ambitions. And you share responsibility for playing a part in delivering the firm’s growth and ambition too.

A leading global law firm, with over 6,000 people, we are in the world's largest markets, key financial centres and major growth hubs. We’re recognised leaders in demanding contentious matters, exacting regulatory work and complex public and private transactions. We’re immersed in the many challenges facing our clients. We’re invested and resourceful. We understand the part technology and digitalisation play in the delivery of legal services. We want to make a positive impact wherever in the world we operate. You’ll have the opportunity to engage with this with an open mind and curiosity.

We are known for our diverse perspectives and renowned for our culture. Being human, bold and outstanding are more than our values: you’ll discover they are our lived experience. And by being ambitious for your growth and ours, we’ll achieve our goals together.

Herbert Smith Freehills Kramer: Your growth. Our ambition.