Client Services Coordinator

6 months ago

London, United Kingdom Withers LLP Full time

**About Withersworldwide**:
A law firm focused on people and collaboration. For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives. We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. Many of our clients are shaping the future and creating solutions to tackle many of the world's problems. It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there - whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first. Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

**The Role**:
This role will provide point of contact support to divisional fee earners (who are not matter supervisors) and Client Services Executives as part of a team of Specialists and Coordinators. This role is a pipeline to the role of a Client Services Specialist (CSS).

The Dispute Resolution Division consists of the following teams: Family, Trust, Estate and Inheritance Disputes, Employment, Litigation, Arbitration, Reputational Management and White Collar Disputes Investigations.

The role will be categorised as 'Mobile' in line with the firm's Mobile Working policy.

**Areas of focus and responsibilities (not an exhaustive list)**:
This role will be working with multiple stakeholders across the business supporting clients and fee-earners, including but not limited to the below tasks:

- Assisting fee earners and clients as part of a team of Specialists and Coordinators.
- Supporting with team specific tasks such as creating and preparing court bundles in advance of electronic bundle creation by the document production centre (DPC) and uploading court papers where relevant and other team specific tasks delegated either by fee earners or Client Services Executives.
- Assisting fee earners in locating documents by researching e-files and searching in the firm's document management system (iManage) as necessary.
- Checking fee-earner in-boxes during their absence due to holiday, sickness, part-time working etc if required.
- Working with client services specialists and Admin Assistants to ensure e-files are up to date and items are filed in the correct folders.
- Assisting the Client Services Executives generally and completing any tasks which may be delegated by them.
- Dealing with electronic signature requests.
- Diary management.
- Setting up Zoom/Teams or video conference meetings.
- Creating and updating tracker documents - including marketing trackers.
- Organising internal events and team meetings for teams and the division.
- Promptly answering all calls, taking complete and detailed messages.
- Collaborating with the marketing team on pitches, liaising with DPC to ensure they are standardised, creating and populating marketing lists and assisting with external and internal activities and events as well as assisting with LinkedIn and other social media as requested.
- Coordinating business development and travel activities for the Division.
- Completing tasks in priority order and regularly checking the group inbox to ensure no tasks are missed and all deadlines are met.
- Providing ad hoc cover for partners when required
- Pro-active and eager in approach to learning, being supportive of change within the organisation and continuously developing knowledge of specialisms within the team.
- Keep up to date with latest technologies, including awareness of AI.
- This list of duties and responsibilities is not exhaustive. It is intended to describe the general content and requirements for the performance of this job and, as such, the role may include the undertaking of additional tasks as required._

**To be successful in this role, you must be able to demonstrate**:

- Good academics - for example A levels or other relevant qualification
- Strong verbal and communication skills
- Collaboration and team working attributes with a flexible and co-do attitude and approach
- Strong IT skills with the ability to use both existing and new tools and technology
- Good working knowledge of Microsoft Office packages (Word, Excel, Outlook, Teams)
- A calm nature, with the ability to work under pressure and to tight deadlines
- A professional, willing and proactive approach, with keen attention to detail

**The essentials**
- 9.3

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