Practice Support Specialist & Office Coordinator

Redgrave LLP • Chantilly, VA

1h • $110,000 - $135,000 • Onsite

About The Position

Redgrave LLP is seeking a Practice Support Specialist & Office Coordinator to work onsite at its Chantilly, Virginia office. This role evolves the traditional legal assistant position, combining legal administrative support for attorneys with day-to-day office management. It is approximately 60% practice support and 40% office coordination, though the balance may shift based on the needs of attorneys and the office.

The position supports matter management, legal research requests, billing processes, document and knowledge management, reception, mail and deliveries, office supplies, storage, space coordination, vendors, and office events and meetings. The employee works onsite five days per week, Monday through Friday, from 8:30 a.m. to 5:30 p.m.

Requirements

• Keen sense of urgency and ability to manage multiple matters and competing priorities independently with minimal supervision.
• Excellent organizational, interpersonal, and customer service skills, including the ability to synthesize complex information into clear, actionable insights.
• Comfort operating in a fast-paced environment with shifting priorities and emerging technology.
• Ability to work effectively across groups, offices, and administrative teams.
• Impeccable written and verbal communication skills and superior attention to detail when creating and proofreading documentation.
• Superior computer skills with M365.
• Well-developed skills in iManage and other document management software, such as SharePoint, Teams, or ShareFile.
• Experience using Aderant for time entry and reporting.
• Ability to maintain confidentiality in all aspects of client and firm information.
• Demonstrated experience with e-discovery platforms and document management systems.
• Bachelor’s degree or higher preferred; an associate degree is accepted, dependent on significant prior work experience.
• Ability to travel as needed.
• Ability to work onsite five days per week at the firm’s Chantilly, Virginia office, during office hours of 8:30 a.m. to 5:30 p.m., Monday through Friday.

Nice To Haves

• Relevant coursework in legal studies, business, or information management is a plus.
• Three to five or more years of experience in a law firm, legal department, or professional services firm is a plus.
• Ability to improve quality, cost, delivery, and productivity through continuous improvement activities is desirable.
• A bachelor’s degree or higher is preferred.

Responsibilities

• Coordinate matter management support, including client intake, engagement letters, deadline and production tracking, project workflow, and organizing files and templates in iManage.
• Collaborate with timekeepers and firm leadership to improve practice group processes and efficiency.
• Retrieve cases and documents as requested using Westlaw and Lexis.
• Enter and review time summaries, proformas, and prebills, ensuring completeness and consistency with firm billing guidelines and client requirements.
• Greet clients and visitors, answer and route phone calls, and keep the front area and conference rooms presentable.
• Attend and support client or internal meetings and document 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 onsite storage and file rooms, including organization, labeling, and coordination of offsite archiving.
• Support 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, including IT, equipment, and cleaning providers, and report maintenance issues.
• Perform additional administrative tasks as assigned.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• 401(k) plan
• Additional benefits to help employees prepare for retirement
• Free access to Employee Assistance Programs
• Other programs designed to help employees and their families stay healthy, feel secure, and enjoy a positive work/life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree