Legal Practice Operations Specialist

Herbert Smith Freehills Kramer LLP; New York (NY); Sur place; USD 90 000 - 105 000; Plein temps

Résumé du poste

Herbert Smith Freehills Kramer LLP is seeking a Legal Practice Assistant to provide 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.

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 the ability to learn firm‑specific systems.
• Strong written and verbal communication, proofreading, organization, and follow‑through skills.

Responsabilités

• Billing and revenue coordination: Prepare, review, revise, and circulate draft and final invoices; maintain matter, purchase-order, client-matter, payor, and amount information.
• 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; 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 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 materials.
• Document management: Save and organize documents in the document-management system with accurate IDs and versioning; arrange scanning and return of originals; resolve formatting issues.
• Expense and vendor administration: Prepare expense reports, reconcile receipts, confirm matter codes, register vendors, obtain approvals, process outside-counsel invoices as disbursements.
• Client and contact support: Maintain electronic contacts, coordinate business-card requests, conduct client-service research, and support professional/development activities.
• Office and delivery support: Arrange couriers, deliveries, office supplies, and day-to-day logistical support.
• Cross-functional coordination: Work with Billing, Finance, Matter Management, Conflicts, HR, Office Services, vendors, and others to track requests.

Connaissances

Administrative support

Billing/e-billing/expenses

Microsoft Office

Communication skills

Multitasking

Cross-department collaboration

Description du poste

Herbert Smith Freehills Kramer LLP is seeking a Legal Practice Assistant to provide 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.