Legal Practice Coordinator

The Phoenix Group; Seattle (WA); On-site; USD 60,000 - 90,000; Full time

Job summary

The Phoenix Group is seeking an experienced legal practice administrator in Seattle to provide comprehensive administrative and practice support to litigators. You will manage attorney calendars, draft and finalize complex legal documents, and coordinate deposition and trial logistics.

The role requires 3+ years supporting attorneys in a law firm or professional services setting, strong billing system knowledge (Aderant/3E), and excellent client relations.

Qualifications

• Bachelor’s degree or equivalent; minimum 3 years supporting litigation teams.
• Strong document management and familiarity with billing/ WIP processes.
• Proven calendar management for attorneys and travel coordination.
• Excellent written and verbal communication; professional client relations.

Responsibilities

• Maintain and coordinate attorney calendars, court deadlines, depositions, client meetings, and travel.
• Serve as primary contact for internal and external clients; screen inquiries for confidentiality and priority.
• Create, review, and finalize complex legal documents, correspondence, and forms with accuracy.
• Coordinate litigation support activities: deposition logistics, trial prep, exhibit organization, court filings.
• Assist with case document management: review, organize, produce materials, ensure confidentiality.
• Manage billing and financial tasks: time entry, reimbursements, prebill reviews, invoicing, collections.
• Organize and book travel, meetings, and client events; prepare agendas and materials for execution.
• Support firm-wide practice initiatives and cross-department projects to streamline workflow.
• Partner with legal teams on project coordination and responses to auditor requests; ensure data security.
• Provide backup operational support across teams and advocate best practices in document workflow and filings.

Skills

Calendar management

Client communications

Legal document management

Billing software

Microsoft Office

Education

Bachelor's degree or equivalent in related field

Tools

Aderant

3E

Adobe Acrobat Pro

DocuSign

Outlook

Job description

Responsible for providing comprehensive administrative and practice support to attorneys engaged in litigation matters. This role ensures smooth case workflows, meticulous document management, and seamless coordination of trial and client-related activities, contributing directly to the firm’s overall operational excellence and client satisfaction.

Key Responsibilities

• Maintain and coordinate detailed attorney calendars, including court deadlines, depositions, client meetings, and travel arrangements, proactively tracking key dates to ensure timely completion of all legal and administrative tasks
• Serve as a primary point of contact for internal and external clients, managing communications via phone, email, and in-person, and exercising sound judgment when screening inquiries for confidentiality and priority
• Create, review, and finalize complex legal documents, correspondence, and forms, ensuring accuracy and adherence to practice-specific standards
• Coordinate litigation support activities including deposition logistics, trial preparation, exhibit organization, witness files, court filings, and liaising with court reporters and opposing counsel
• Assist with case document management—review, organize, and produce materials while maintaining strict confidentiality and compliance with records management policies
• Manage billing and financial tasks such as attorney time entry, expense reimbursements, prebill reviews, invoice generation, and collection efforts, utilizing billing software systems (e.g., Aderant, 3E)
• Organize and book travel arrangements, virtual and on-site meetings, and client events, including preparing agendas and supporting materials to ensure effective logistical execution
• Support firm-wide practice initiatives, cross-departmental projects, and industry research activities, helping streamline workflow and improve operational efficiency
• Partner with legal teams on project coordination, including responses to auditor requests, preparation of opinion letters, and client data security protocols
• Provide backup operational support across teams and actively participate in process improvement initiatives, advocating best practices in document workflow, billing, and electronic filings

Core Qualifications & Requirements

• Bachelor’s degree in Business, Finance, Paralegal Studies, or related field; relevant certifications preferred
• Minimum of 3 years' experience supporting attorneys in a law firm or professional services environment, with a focus on litigation and trial support
• Strong proficiency in legal document management, legal billing software (e.g., Aderant, 3E), and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated experience coordinating court filings, depositions, and trial logistics
• Excellent organizational skills, attention to detail, and ability to prioritize competing deadlines
• Effective communication and client relationship management skills, with diplomacy and professionalism in all interactions
• Ability to adapt to new technology, learn quickly, and embrace project management and practice support tools

Nice-to-Have Qualifications

• Experience working with legal CRM platforms like Salesforce or Clio
• Knowledge of electronic discovery and document management systems
• Familiarity with social media or client outreach support
• Prior exposure to fee and WIP tracking, collections, and client billing processes
• Bilingual abilities or additional language proficiency

Core Technical Skills

• Legal document creation, editing, proofreading, and formatting
• Billing and accounts receivable (AR), WIP, expense reimbursement, and financial reporting
• Practice management software (Aderant, 3E), electronic filing platforms, Adobe Acrobat Pro, DocuSign, Outlook, Salesforce
• Workflow and project management tools

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.