Business Center Administrative Workflow Coordinator Lead

Fenwick & West•Boston, MA

2d•$68,000 - $95,750•Hybrid

About The Position

The Business Center (“BC”) is integral to providing exceptional administrative workflow coordination services for the firm’s attorneys and business professionals. Fenwick is seeking a Business Center Administrative Workflow Coordinator Lead to join our team. This role is central to managing and optimizing task and project workflows, ensuring that administrative services are delivered efficiently, accurately, and on time. The ideal candidate is a proactive professional who shares the firm’s vision of a high-performing, “one-stop-shop” service center. They will excel at collaborating with attorneys, paralegals, and administrative staff, serving as the primary point of contact for communication, resource coordination, and ongoing process improvements. This position offers the opportunity to thrive in a high-volume, fast-paced environment while maintaining exceptional customer service standards. It is an excellent role for someone seeking a collaborative workplace that values professional growth, initiative, and a strong commitment to exceptional service. This position offers a hybrid work schedule, requiring three days on-site per week and the potential for additional in-office time based on business and client requirements. Travel to other office locations may be required as needed.

Requirements

Demonstrates a strong service orientation, initiative, critical thinking, and problem-solving skills, with the ability to coordinate and mobilize resources as needed
Ability to prioritize and multitask effectively and efficiently in a fast-paced environment
Must be flexible and able to work under tight deadlines in a fast-paced and dynamic environment
Exhibit a high level of attention to detail to ensure the accuracy and quality of work product.
Demonstrate excellent communication and organizational skills, both written and verbal
Possess the interpersonal skills necessary to support positive working relationships and to effectively communicate and interact with other, demonstrating poise, tact, and diplomacy
Capable of following complex procedural instructions and proactively seeks clarification when necessary
Proofread materials/work-product carefully and correct any errors in grammar, spelling, or typography
Protect and handle confidential and sensitive information with care and discretion
Provide exemplary client service to internal and external clients by collaborating with various departments, firm executive personnel, vendors and contractors
The ability to embrace and apply current technology and the drive to learn new tools and system processes quickly and confidently
Support and promote effective work practices, work as a team member, and show respect for all firm personnel
Demonstrate a working knowledge with applications such as Calendaring, Chrome River, Maptician, iMange, EMS, PrebillViewer, and Intapp Reporting
2–4 years of administrative experience within a legal or professional services environment.
Bachelor’s Degree required.

Responsibilities

Oversee and assign workflow tasks using the Business Center’s internal workflow system to ensure requests are completed efficiently and on schedule.
Track project progress, monitor ongoing requests, and proactively identify and resolve workflow bottlenecks to meet stakeholder deadlines.
Act as the primary point of contact for project status, providing clear and timely updates to stakeholders to maintain alignment and transparency.
Recognize and escalate urgent or complex assignments, working closely with the Business Center Manager to reallocate resources as needed.
Assist with onboarding, mentoring, and training new team members to ensure familiarity with workflow processes and project management tools.
Create, update, and deliver workflow documentation and administrative training materials to enhance team efficiency and consistency.
Collaborate with Triage Lead to troubleshoot workflow-related issues, address document-related inquiries, and resolve challenges through effective problem-solving.
Foster a supportive, high-volume, and self-directed team culture, by demonstrating strong customer service, communication, and collaboration skills.
Remain adaptable to changing project priorities, technologies, and client requirements while upholding professionalism and confidentiality.
Analyze workflow data to identify workload distribution trends and opportunities for efficiency gains.
Ensure compliance with company policies, security standards, and confidentiality requirements in all workflow operations.
Promote continuous improvement initiatives by gathering feedback from team members and stakeholders about workflow processes.
Assist the administrative team by supporting attorney point of contact assignments, actively soliciting feedback, and ensuring that support expectations are consistently fulfilled.
Support Business Center Manager in strategic planning, including task prioritization and resource alignment to meet evolving business demands.
Research and recommend new templates to improve workflow automation and reduce manual processes.
Maintain an updated knowledge base of templates, reference materials, and procedural guidelines for team reference.
Monitor workload balance across the team to prevent burnout and maintain consistently high productivity levels.
Serve as a backup for other operational support roles during peak workload periods or staff absences to maintain service continuity.