Legal Practice Coordinator

Pillsbury Winthrop Shaw Pittman LLP•Houston, TX

About The Position

Houston, Texas Job Description Primary Responsibilities Provide high-level legal secretarial and administrative support to partners and non-partner attorneys in the Corporate Transactional and Real Estate practice groups. Assignments may change based on business needs. Manage the full lifecycle of client matters, including processing new client and matter requests, drafting engagement letters, coordinating conflict checks, and maintaining matter records. Draft, revise, proofread, and format a wide range of legal and administrative documents, including correspondence, memoranda, emails, reports, and transactional materials. Support real estate and corporate transactions, including assembling and managing closing binder and tracking executed documents and signatures. Maintain and manage electronic files and records using the firm’s document and records management systems, ensuring accuracy, organization, and compliance with firm standards. Review incoming mail and correspondence and route appropriately to attorneys and the firm’s Calendaring/Docketing Department. Enter attorney time in accordance with firm billing practices and coordinate with billing personnel to ensure timely review and processing of monthly invoices and client bills. Prepare check requests and coordinate vendor payments as needed. Assist with travel coordination and process expense reimbursement requests. Provide backup support to other legal secretaries during planned and unplanned absences. Exercise sound judgment, discretion, and professionalism while handling highly confidential and sensitive information. Prioritize workload based on urgency, manage multiple assignments simultaneously, and work effectively in a fast-paced, team-oriented environment. Demonstrate strong communication skills, poise, and professionalism in interactions with clients, attorneys, and firm staff. Maintain a positive, proactive, flexible, and collaborative approach to work. Work overtime as needed and assume additional responsibilities as assigned.

Requirements

High school diploma required; Bachelor’s degree preferred.
Minimum of 5+ years of administrative support experience, preferably within a legal or professional services environment.
Clear, effective written and verbal communication skills.
Excellent organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced, high-pressure environment.
Strong interpersonal skills and the ability to work effectively with attorneys, clients, and staff at all levels.
Ability to work independently and collaboratively, demonstrating sound judgment and strong problem-solving skills.
Proficiency in computer applications, including Microsoft Office Suite and Adobe Acrobat.
Experience with electronic document management systems, time-entry, and calendaring programs; familiarity with NetDocs and Aderant preferred.

Responsibilities

Provide high-level legal secretarial and administrative support to partners and non-partner attorneys in the Corporate Transactional and Real Estate practice groups.
Manage the full lifecycle of client matters, including processing new client and matter requests, drafting engagement letters, coordinating conflict checks, and maintaining matter records.
Draft, revise, proofread, and format a wide range of legal and administrative documents, including correspondence, memoranda, emails, reports, and transactional materials.
Support real estate and corporate transactions, including assembling and managing closing binder and tracking executed documents and signatures.
Maintain and manage electronic files and records using the firm’s document and records management systems, ensuring accuracy, organization, and compliance with firm standards.
Review incoming mail and correspondence and route appropriately to attorneys and the firm’s Calendaring/Docketing Department.
Enter attorney time in accordance with firm billing practices and coordinate with billing personnel to ensure timely review and processing of monthly invoices and client bills.
Prepare check requests and coordinate vendor payments as needed.
Assist with travel coordination and process expense reimbursement requests.
Provide backup support to other legal secretaries during planned and unplanned absences.
Exercise sound judgment, discretion, and professionalism while handling highly confidential and sensitive information.
Prioritize workload based on urgency, manage multiple assignments simultaneously, and work effectively in a fast-paced, team-oriented environment.
Demonstrate strong communication skills, poise, and professionalism in interactions with clients, attorneys, and firm staff.
Maintain a positive, proactive, flexible, and collaborative approach to work.
Work overtime as needed and assume additional responsibilities as assigned.