Practice Coordinator

NRF United Kingdom; Chicago (IL); Hybrid; USD 85,000 - 110,000; Full time

Benefits offered by this job

Medical insurance plans

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k) and profit sharing

Fertility benefits

Commuter benefits

Paid time off (min 20 days)

Parental leave (maternity/paternity)

Back-up care program

Job summary

Norton Rose Fulbright US LLP in Chicago seeks a Practice Coordinator to support lawyers in our Business practice. The role focuses on managing documents, calendars, billing prep, and travel, ensuring efficient workflow and exceptional client service in a fast-paced environment.

The ideal candidate has at least five years of legal admin experience, strong organizational and communication skills, and proficiency with Microsoft Office; hybrid work requires in-office presence three days a week.

Qualifications

• Associate’s or Bachelor’s degree preferred; high school diploma required
• Minimum of 5 years’ experience performing legal administrative duties in a law firm or professional service organization
• Ability to anticipate needs, confirm next steps, and proactively identify and resolve issues
• Skilled in the Microsoft Office suite with the ability to learn new software quickly
• Demonstrated ability to work independently or collaboratively while prioritizing workload
• Strong interpersonal and written/verbal communication skills
• Reliable, resourceful, organized and detail-oriented

Responsibilities

• Prepare, edit and proofread a variety of legal documents and correspondence
• Organize and track documents on client extranets or databases
• Track deadlines and provide regular updates to attorneys
• Maintain calendars and coordinate meetings and travel
• Review and edit pre-bills and assist with client billing
• Interact with clients and outside counsel as requested
• Assist with time entry, expense reimbursements, and vendor payments
• Coordinate domestic and international travel arrangements
• Open/close client files and conduct conflict checks
• Prepare engagement letters and maintain contact lists
• Assist with proposal materials and PowerPoint presentations
• Provide backup support and orientation for new staff

Skills

Proactive problem solving

Excellent communication

Time management

Team collaboration

Independent & collaborative work

Adaptability to new software

Attention to detail

Education

Bachelor’s degree

High school diploma acceptable

Tools

Microsoft Office

Job description

Job Description At Norton Rose Fulbright, people thrive because of a shared commitment to quality, unity and integrity. The highly regarded law firm consistently receives recognition from Great Place to Work and Top Workplaces, two companies that specialize in assessing organizational culture. Teams collaborate across regions, value new ideas and deliver meaningful client solutions, supported by a culture that embraces ambition, development and shared success. With more than 3,000 lawyers and 3,000 business services professionals working together across 50 offices worldwide, this global law firm provides a full range of legal services to leading corporations and financial institutions operating in key markets and sectors. The Chicago office is seeking a Practice Coordinator to support lawyers within our Business practice. This is an exciting opportunity to continue developing transactional skillsets while working closely with a highly-regarded group of lawyers in a collaborative, fast‑paced environment. The Practice Coordinator plays a vital role in supporting the day‑to‑day administrative operations of the practice, helping keep matters running smoothly and enabling our lawyers to deliver exceptional client service. This position will require presence in the office at least three days per week pursuant to the firm’s hybrid work policy. Overtime and flexibility in schedule is required from time to time.

Responsibilities

• Prepare, edit and proofread a variety of practice area legal documents, e.g. correspondence, agreements, spreadsheets and presentations
• Organize, maintain, and track documents on a client extranet site or other databases
• Actively track deadlines and status of matters, and provide regular updates to attorneys
• Maintain calendars to include coordination and scheduling of meetings, conference calls, send calendar invites and reminders, reserve conference rooms on‑site in firm reservation system and for off‑site venues
• Review and edit pre‑bills for submission to billing department and research/identify outstanding invoices and payments
• Interact and follow‑up with clients, outside counsel and others, as requested
• Manage physical and electronic files (iManage)
• Assist with attorney time entry and client billing, as needed
• Process business expense reimbursements and vendor payments
• Coordinate domestic and international travel arrangements with firm’s travel provider
• Opens and closes client files, including conducting conflict checks, completing new matter forms, and preparing engagement letters
• Maintain and update contact lists, create labels and coordinate mailings as directed by timekeepers
• Assists in the preparation of client proposal materials and PowerPoint presentations
• Assist the firm and peers with overflow work and provide backup support, as requested
• May train, assist, and provide orientation for new and less experienced members of staff
• Other duties

Qualifications

• Associate’s or Bachelor’s degree preferred; high school diploma is required
• Minimum of 5 years’ experience performing legal administrative duties in a law firm or professional service organization; law firm experience preferred
• Ability to anticipate needs, confirm next steps, and proactively identify and resolve issues
• Skilled in the Microsoft Office suite, with a strong ability to learn and adapt to new software quickly
• Demonstrated ability to work independently or collaboratively, while effectively prioritizing workload and ad‑hoc demands
• Strong interpersonal and relationship‑building abilities, with excellent verbal and written communication skill
• Reliable, resourceful, organized, and detail-oriented

Employees are entitled to compensation commensurate with skill and experience. The full time base annual salary for this position in the Chicago market is expected to range between $85,000 and $110,000. This range represents the firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting for a position in Chicago. Salaries in other markets will vary depending on market data. Bonus opportunities are non‑guaranteed and are dependent upon individual and firm performance.

Benefits

• Benefit packages include access to three medical insurance plans, dental insurance, vision insurance, life insurance, and disability insurance
• Employees can also access pre‑tax benefits such as health savings and flexible spending accounts
• Norton Rose Fulbright helps provide financial security by allowing employees to participate in a 401(k) savings plan and profit‑sharing plans if eligible
• Full‑time employees are eligible to access fertility benefits designed to support fertility and family‑forming journeys
• Employees may also access commuter benefits where applicable and student loan assistance refinancing options
• In addition to the Firm’s health and welfare benefits above, we offer a competitive paid time off plan, which provides a minimum of 20 days off based on your role and tenure with the firm
• The firm offers a generous paid maternity leave and paid paternity leave (parental leave) benefit allowing parents to take a minimum of 14 weeks of paid leave to bond with your newborn or adopted child(ren)
• Employees may also access child care support through a back‑up care program
• Employees are also entitled to 11 Firm holidays

Equal Opportunity and Diversity

Norton Rose Fulbright US LLP is an Equal Opportunity Employer and complies with all applicable federal laws and their implementing regulations that require the collection and recording of certain data and information. The information we receive will not be used to make any decision regarding employment and will be kept separate from your application. Similarly, self‑identification information is kept confidential and used only in accordance with applicable federal laws and regulations. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

Norton Rose Fulbright is committed to providing reasonable accommodation as an Equal Opportunity Employer to applicants with disabilities. If you require assistance or accommodation to complete your application, please contact [e-mail]. Please provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case‑by‑case basis.

E‑Verify is a registered trademark of the U.S. Department of Homeland Security. This business uses E‑Verify in its hiring practices to achieve a lawful workforce.

Equal Employment Opportunity Norton Rose Fulbright US LLP will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the firm, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).

Norton Rose Fulbright provides a full scope of legal services to the world’s preeminent corporations and financial institutions. The global law firm has more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. With its global business principles of quality, unity and integrity, Norton Rose Fulbright is recognized for its client service in key industries, including financial institutions; energy, infrastructure and resources; technology; transport; life sciences and healthcare; and consumer markets.