Practice Specialist

Polsinelli PC; Boston (MA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Paid time off

Sick time off

Referral program

Medical insurance

Dental insurance

Vision insurance

Life insurance

AD&D insurance

ID Theft insurance

Long-term disability

Short-term disability

Parking/Transit reimbursement

401(k)

Employee assistance

Job summary

Polsinelli PC seeks a Practice Specialist to support our Intellectual Property Department. The role involves precise document drafting, rigorous deadline management, calendar coordination, and multitasking across projects in a dynamic firm environment.

You will handle invoicing support, vendor communications, and client reporting, while maintaining files and completing annual training. Preference for offices in SF, Phoenix, or St. Louis, but open to all Polsinelli offices.

Qualifications

• 5+ years of administrative or client service experience preferred.

Responsibilities

• Demonstrate exceptional typing skills; draft, edit, and proofread documents accurately and efficiently.
• Prioritize, meet deadlines, and manage multiple projects in a fast-paced environment.
• Maintain calendar, coordinate meetings, enter timesheets, arrange travel, and handle file transfers.
• Apply critical thinking to complete tasks efficiently and improve processes and workflows.
• Coordinate vendor invoice processing and assist with client estimates, accruals, and invoicing.
• Maintain and update client and matter files, including openings and conflict checks in InTapp.
• Annually complete eight hours of continued technical education through the firm’s training department.

Skills

Attention to detail

Organizational skills

Written & verbal communication

Interpersonal skills

Microsoft Office suite use

Tools

iManage

InTapp

Chrome River

Adobe

Word

Excel

PowerPoint

Outlook

Job description

Polsinelli does not accept unsolicited resumes from search firms or agencies. Please, no phone calls or emails.

At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you!

Polsinelli is seeking a Practice Specialist supporting our IP Department, open to any city where the firm has an office. There is a preference for our San Francisco, Phoenix, or St. Louis office.

Core Responsibilities

• Demonstrate exceptional typing skills; ability to draft, edit, and proofread documents accurately and efficiently, including cover letters, meeting agenda, email correspondence, and other business document.
• Effectively prioritize, meet assignments, meet deadlines, and manage multiple projects in a fast-paced environment.
• Maintain strong attention to detail when handling administrative and practice-support tasks, including calendaring, meeting coordination, timesheet entries, travel arrangements and file transfers.
• Apply critical thinking and sound judgment to complete tasks efficiently, use available technology effectively, and identify opportunities to improve processes and workflows.
• Coordinate vendor invoice processing.
• Assist with client estimates, accruals, and invoicing.
• Maintain and update client and matter files, including file openings and conflict checks in InTapp.
• Demonstrate general interest in building knowledge of Intellectual Property and practice support.
• May conduct research and analyze data to support preparation of client reports.
• May be responsible for client-related work and have a billing rate.
• Annually complete eight (8) hours of continued technical education through the firm’s training department.
• Other duties as assigned.

Skills

• Strong attention to detail.
• Strong organizational skills and ability to prioritize assigned projects.
• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Proficient in iManage, InTapp, Chrome River, Adobe, and Microsoft programs Word, Excel, PowerPoint, and Outlook.

Requirements

• 5+ years of administrative or client service experience preferred.

The budgeted salary range for this position is $70,000 - $95,000.

As part of full-time employment associated with this position, Polsinelli PC offers the following benefits:

• Paid time off
• sick time off
• a referral program
• medical insurance and benefits
• dental insurance
• vision insurance
• life insurance
• AD&D insurance
• ID Theft insurance
• long-term disability benefits
• short-term disability benefits
• Parking/Transit reimbursement (varies depending on location)
• 401(k) benefits
• employee assistance benefits

Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.