Office Coordinator/Legal Secretary

Fisher & Phillips LLP•Raleigh, NC

1d•Onsite

About The Position

Fisher Phillips is seeking an Office Coordinator/Legal Secretary to provide combined office coordination and legal-secretarial support. Under the oversight of the Office Administrator, the role will help launch the firm’s new Raleigh office. Before the office opens, the position may provide remote support for training and onboarding, start-up activities, and operational preparation. After opening, the role will provide substantial on-site support as the primary administrative and legal-secretarial resource for the Raleigh location. The position supports attorneys and office operations, including coordinating with building management and vendors, managing office logistics and supplies, assisting with onboarding and business development activities, and resolving office technology issues in collaboration with IT. Legal-secretarial duties include preparing and proofreading legal documents, managing court filings and calendars, maintaining client files and timesheets, assisting with billing, and arranging attorney travel and expense reimbursements.

Requirements

At least 3 years of experience as a legal secretary.
At least 5 years of experience in a legal or professional services firm.
Advanced working knowledge of Word, Excel, PowerPoint, and Outlook.
Ability to develop, implement, and maintain systems that promote organization and efficiency.
Ability to apply and/or communicate knowledge of client-specific billing guidelines and restrictions.
Ability to adapt to workload fluctuations and changing responsibilities.
Working knowledge of court e-filing requirements, such as PACER and ECF.
Working knowledge of general accounting procedures.
Strategic thinking, problem-solving, and decision-making skills.
Excellent verbal and written communication skills.

Responsibilities

Help launch the new Raleigh office under the oversight of the Office Administrator, including potential remote support for training, onboarding, start-up activities, and operational preparation.
Coordinate with building management on security, HVAC, emergency preparedness, and general tenant issues.
Coordinate purchases of routine office supplies and concessions with approved vendors.
Sort incoming and outgoing mail and arrange courier or messenger pickups and deliveries as needed.
Work with the IT team to resolve technical issues in the office.
Maintain schedules and set up conference rooms and visitor offices; manage catering requests for client and other meetings.
Assist with coverage for scheduled and unscheduled staff absences.
Assist with trade show planning and logistics and provide general support for business development activities.
Assist with onboarding and integrating new staff and attorneys.
Update the office procedure manual as required.
Draft and format correspondence, briefs, and other legal documents.
Review vendor invoices for accuracy and submit invoices and check requests promptly.
Accurately enter, review, and revise timesheets.
File court documents accurately and promptly in accordance with federal, state, and judge-specific requirements.
Proofread documents for accuracy and completeness.
Track and follow up on attorney and client deadlines and calendar appointments using electronic calendaring and docketing systems.
Maintain current paper and electronic client files and comply with office file-management and recordkeeping policies.
Participate in the timely review and submission of pre-bills and/or client bills.
Arrange travel for assigned attorneys and complete expense reimbursements promptly.