Practice Support Specialist & Office Coordinator

Automatic Data Processing, Inc.; Chantilly (VA); On-site; USD 110,000 - 135,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) plan

Employee assistance programs

Work-life balance

Job summary

Redgrave LLP is seeking a Practice Support Specialist & Office Coordinator to work onsite at its Chantilly, Virginia office. The role blends hands-on legal support with daily office management, including reception, mail, supplies, space and conference room coordination, and office events.

The position is approximately 60% practice support and 40% office coordination, with responsibilities shifting to meet the needs of attorneys and the office. Strong legal administrative foundations are required.

Qualifications

• Bachelor’s degree or higher preferred; relevant coursework in legal studies, business, or information management is a plus
• Associate degree accepted, dependent on significant prior work experience
• Demonstrated experience with e‑discovery platforms, document management systems required
• 3-5+ years of experience in a law firm, legal department or professional services firm is a plus

Responsibilities

• Coordinate matter management support, including client intake, engagement letter prep, deadline tracking, production tracking, and templates in iManage
• Collaborate with timekeepers and leadership to improve processes and efficiency
• Pull cases and documents in Westlaw and Lexis as requested
• Enter and review time summaries, prebills, ensuring billing guideline compliance
• Greet clients and visitors, answer calls, maintain front office; attend and support meetings
• Sort mail, prepare outgoing mail and shipments, log deliveries
• Track and reorder office supplies and consumables within budget
• Maintain on-site storage and file rooms and coordinate off-site archiving
• Coordinate office and conference room use for attorneys, staff, and new hires
• Serve as onsite contact for building management and vendors; report maintenance issues
• Perform additional administrative tasks as assigned

Skills

Bachelor’s degree

Associate degree

e‑discovery platforms

document management systems

timekeeping/billing processes

Education

Bachelor’s degree or higher

Associate degree accepted

Tools

iManage

SharePoint

Teams

Aderant

Job description

Human Resources Full Time Chantilly, VA, US

Salary Range: $110,000.00 To $135,000.00 Annually

Redgrave LLP is seeking a Practice Support Specialist & Office Coordinator to work onsite at its Chantilly, Virginia office. The Practice Support Specialist & Office Coordinator is an evolution of the traditional legal assistant position and is ideal for a professional who brings strong legal administrative and operational foundations. This hybrid role pairs hands‑on legal support for our attorneys with day‑to‑day office management: reception, mail, supplies, space and assignment coordination, and office events. The position is approximately 60% practice support and 40% office coordinator, and the balance may shift with the needs of our attorneys and the office.

ESSENTIAL DUTIES, TASKS, AND RESPONSIBILITIES

• Coordinate matter management support, such as assisting with client intake, engagement letter preparation, deadline tracking, production tracking, project workflow, and maintaining and organizing files and templates within the firm’s document and knowledge management system, iManage
• Collaborate with timekeepers and firm leadership to improve practice group processes and efficiency
• Pull cases and documents as requested in Westlaw and Lexis
• Enter and review time summaries, proformas, and prebills and ensure completeness and consistency with the firm’s billing guidelines and client requirements
• Greet clients and visitors, answer and route phone calls, and keep the office front area and conference rooms presentable;attend and support client or internal meetings, documenting decisions and guidance, as requested
• Sort and distribute incoming mail, prepare outgoing mail and courier or overnight shipments, and log deliveries
• Track and reorder office supplies, kitchen and incidental items, and printer and copier consumables within budget
• Maintain on‑site storage and file rooms, including organization, labeling, and coordination of off‑site archiving
• Support the coordination of office and conference room use for attorneys, staff, visiting colleagues, and new hires
• Serve as the onsite contact for building management and vendors (IT, equipment, cleaning), and report maintenance issues
• Perform additional administrative tasks as assigned

SKILLS, KNOWLEDGE, AND ABILITIES

• Keen sense of urgency and ability to manage multiple matters and competing priorities independently with minimal supervision
• Excellent organizational skills, interpersonal and customer service skills, and ability to synthesize complex information into clear, actionable insights
• Comfortable operating in a fast‑paced environment with shifting priorities and emerging technology
• Works effectively across groups, offices, and administrative teams
• Impeccable written and verbal communication skills, combined with superior attention to detail in creating and proofreading all types of documentation
• Superior computer skills with M365
• Well‑developed skills in iManage and other document management software (such as SharePoint, Teams, ShareFile, etc.)
• Experience using Aderant for time entry and reporting
• Maintain confidentiality in all aspects of client and firm information
• Ability to improve quality, cost, delivery, and productivity through continuous improvement activities desirable

QUALIFICATIONS

• Bachelor’s degree or higher preferred; relevant coursework in legal studies, business, or information management is a plus
• Associate degree accepted, dependent on significant prior work experience
• Demonstrated experience with e‑discovery platforms, document management systems required
• 3-5+ years of experience in a law firm, legal department or professional services firm is a plus

PHYSICAL REQUIREMENTS

• Occasionally lifts objects weighing up to 10 pounds
• Frequently reaches and grasps with arms and hands; occasionally stoops and bends; must have manual dexterity
• Ability to closely examine and inspect materials
• Ability to identify and distinguish colors
• Ability to travel as needed
• Frequently uses a keyboard to enter or transform words or data
• This position is onsite, requiring the incumbent to work onsite five (5) days per week from the firm’s Chantilly, Virgina office. The office hours are 8:30 am to 5:30 pm, Monday through Friday.

BENEFITS

Redgrave LLP is committed to supporting our employees and ensuring their needs are met beyond the workplace. We offer a flexible portfolio of benefits and services, including

• medical, dental, and vision coverage
• a 401(k) plan
• additional benefits to help you prepare for retirement
• free access to Employee Assistance Programs
• other programs designed to help you and your family stay healthy, feel secure, and enjoy a positive work/life balance.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; however, it should not be construed as an exhaustive statement. Unless they begin with the word “may,” the essential duties, tasks, and responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

Redgrave LLP is an Equal Opportunity Employer.