Office Coordinator

Duane Morris LLP; Pittsburgh (Allegheny County); Hybrid; USD 55,000 - 85,000; Full time

Benefits offered by this job

Healthcare

Dental plan

Vision plan

401(k)

Paid time off

Holiday pay

Employee referral bonus

Job summary

Duane Morris LLP, a global law firm, seeks an Office Coordinator / Legal Assistant to provide comprehensive litigation support and manage day-to-day office operations in a hybrid work environment. This role requires advanced knowledge of litigation processes, superb organization, and discretion, supporting attorneys, staff, clients, and visitors with professionalism.

Responsibilities include drafting pleadings, managing calendars and filings, coordinating travel and expenses, coordinating with

Qualifications

• Minimum of five (5) years of legal assistant experience, including at least three (3) years supporting litigation and trial practices in a large law firm environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Experience with legal technology systems, including document management, e-filing platforms, time entry systems, and digital dictation software.

Responsibilities

• Draft, edit, and proofread pleadings, discovery, motions, correspondence, and other legal documents, ensuring compliance with court rules and deadlines.
• Electronically file documents in state and federal courts, including time-sensitive and complex filings.
• Manage attorney calendars, court deadlines, and scheduling requirements, proactively communicating updates and reminders.
• Collaborate closely with legal assistants, paralegals, and administrative professionals to support case teams and balance workloads.

Skills

Microsoft Office Suite

Typing 70 wpm

Communication skills

Organization & time management

Confidentiality & discretion

Tools

BigHand

Document management systems

E-filing platforms

Job description

OVERVIEW: Duane Morris LLP, a global law firm with 900 + attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.

Office Coordinator / Legal Assistant

Summary

Under minimal supervision and in accordance with firm policies and procedures, the Office Coordinator/Legal Assistant provides comprehensive legal, administrative, and operational support to attorneys, staff, clients, and visitors. This hybrid role is responsible for handling all aspects of litigation and trial support while also coordinating the day-to-day administrative operations of the office. The position requires advanced knowledge of litigation processes, strong organizational and communication skills, sound judgment, and the ability to manage multiple priorities while delivering exceptional client service.

Essential Functions

• Draft, edit, and proofread pleadings, discovery, motions, correspondence, and other legal documents, ensuring compliance with court rules and deadlines.
• Electronically file documents in state and federal courts, including time-sensitive and complex filings.
• Manage attorney calendars, court deadlines, and scheduling requirements, proactively communicating updates and reminders.
• Serve as a liaison between attorneys, clients, courts, opposing counsel, and internal teams, maintaining professionalism and confidentiality.
• Organize and maintain electronic and physical case files, including discovery materials, exhibits, and trial binders.
• Assist with all phases of trial preparation, including preparing exhibit lists, witness files, coordinating logistics, and providing on-site trial support as needed.
• Process incoming and outgoing mail and coordinate courier and overnight delivery services to meet filing and service deadlines.
• Arrange attorney travel and prepare accurate expense reports.
• Record billable time and assist with timekeeping and billing processes.
• Greet clients and visitors while maintaining the highest level of professionalism, discretion, and confidentiality.
• Utilize digital dictation and legal technology platforms, including BigHand or similar applications.
• Collaborate closely with legal assistants, paralegals, and administrative professionals to support case teams and balance workloads.
• Provide overflow administrative support and other duties as assigned.
• Coordinate day-to-day administrative operations of the office and ensure adherence to firm policies, procedures, and operational standards.
• Coordinate staffing needs, scheduling coverage, maintaining time and attendance records, and assisting with workload allocation.
• Partner with Human Resources to support hiring, onboarding, employee relations, performance management, and separation processes for non-attorney staff.
• Assist with attorney recruitment activities, including interview coordination and conflict information gathering.
• Facilitate onboarding and orientation programs for new attorneys and staff.
• Serve as the local liaison to firmwide departments, including Human Resources, Marketing, Library Services, Information Services, Facilities, and other administrative functions.
• Manage office operations, including conference room scheduling, office space utilization, mail services, hospitality services, office supplies, and office equipment.
• Coordinate with vendors and building management regarding maintenance, supplies, equipment, and other office services.
• Monitor compliance with firm policies, records management requirements, risk management procedures, and operational protocols.
• Assist with office projects, relocations, renovations, and other administrative initiatives.
• Support special projects and perform additional duties to ensure the efficient operation of the office and achievement of firm objectives.

Qualifications

• Minimum of five (5) years of legal assistant experience, including at least three (3) years supporting litigation and trial practices in a large law firm environment.
• Demonstrated experience coordinating administrative office operations, staff support activities, or office management functions preferred.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Experience with legal technology systems, including document management, e-filing platforms, time entry systems, and digital dictation software.
• Ability to type and transcribe accurately at a minimum of 70 words per minute.
• Excellent written and verbal communication skills with strong attention to detail.
• Exceptional organizational, prioritization, and time management skills with the ability to manage multiple deadlines and competing priorities.
• Strong interpersonal skills and ability to build positive working relationships across all levels of the organization.
• Demonstrated ability to maintain confidentiality and exercise discretion in sensitive matters.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Flexibility to work overtime as needed to support trial schedules, business needs, and office initiatives.

BENEFITS

• Comprehensive healthcare, dental, vision, and prescription plans.
• Commuter, HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 22 PTO days, 11 paid holidays
• Employee Referral Bonus ($3,000.00)

ACCOMMODATION STATEMENT

If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

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Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements. In addition, Duane Morris reserves the right to amend, suspend or terminate any