Legal Operations Support Specialist

Global Law Firm’s San Francisco Office; Direct Hire; Salary Open DOE

Ideal candidate will be a litigation secretary/paralegal. The Legal Operations Support Specialist will be dedicated to our Labor & Employment Practice Group, which includes the firm’s Northern California Chair, as a specific resource. The person in this position will collaborate with the attorney team to support their book of business, practice group administration, and play a key role in the legal and practice group administrative task planning and tracking process. The Legal Operations Support Specialist will ensure client matters are planned, scheduled, and managed as efficiently and effectively as possible. This role “owns” all aspects of the administrative processes, including monthly billing, overseeing travel arrangements and calendar entries to ensure all tasks are assigned, completed accurately and on time. Candidate should also be flexible to work overtime as needed.

Duties & Responsibilities:

  • Collaborate with attorneys, paralegals, and secretarial staff to identify and schedule operational and administrative tasks.
  • Manage detailed tasks, timeliness of working attorneys, expenses, budgets and ensure schedule adherence and task delivery/execution.
  • Ensure proper protocols are followed for various administrative tasks (filing, FileSite, email archiving, etc.)
  • Collaborate with Northern California Chair to provide leadership in understanding and assessing business issues, problems, risks, and challenges and assimilating that input into actionable, executable plans.
  • Collaborate with attorneys, paralegals and others, as required, to identify work tasks, estimate time/duration, assign resources, priority and dependencies to build a comprehensive project plan.
  • Provide weekly status updates to Northern California Chair including analysis of progress against schedules, deliverables and departmental operations work.
  • Communicate with clients regarding status and respond to client requests.
  • Identify, document, track and ensure resolution of team and matter problems and issues. Identify and escalate issues to appropriate practice group attorneys.
  • Coordinate and manage the billing process including prebill reviews across multiple attorneys and multiple offices. Responsible for ensuring all attorney edits are reflected in the final prebill. Coordinate any special billing instructions with Revenue Management. Liaison between Practice Group and Accounting Department.
  • Lead continuous improvement efforts directed at all processes, procedures, supporting tools, technology, etc.
  • Develop and proliferate best practices, procedures, tools, templates, checklists and reference materials.

Skills & Competencies:

  • Exceptionally detail oriented and organized, with high focus on follow-up.
  • Experienced in simultaneously supporting a team working on a portfolio of numerous projects.
  • Effective and efficient at self-managing time and multi-tasking.
  • A high performing, high producing individual who requires little or no guidance to produce, while being flexible when attorney guidance or direction is provided.
  • An analytical problem solver with the ability to assess complex issues, apply creative solutions, and follow-through to resolution.
  • Customer service oriented and sensitive to clients’ privacy concerns.
  • Able to establish credibility with highly demanding client base through excellent interpersonal communication skills, both written and oral.
  • Flexible to work overtime on short notice.

Qualifications & Prior Experience:

  • 4-year college degree preferred.
  • A minimum of 5 years’ legal industry experience in project management, operations management, paralegal, or litigation support preferably in a law firm setting.
  • Must have demonstrable experience in MSFT Office, especially Excel. SharePoint experience is a plus.
  • Prior experience managing all administrative aspects of a matter or project.
  • Demonstrated ability to assess business issues, problems, and challenges and quickly turn that information into action, g., defining next steps, developing action plans, mitigation plans or preliminary workplans or task lists, etc.
  • Successful history of effectively managing multiple persons, teams and matters concurrently.
  • Proficiency with standard legal support systems, including Intake, Conflicts, Timekeeping, Billing, and Collections.
  • Demonstrated ability to work well and communicate effectively with peers and supervisors, including presenting complex concepts and ideas in a clear, succinct business manner.
  • Experience as a self-starter, working self-directed as a very highly motivated performer/achiever and contributor to the success of the matter and team.