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Legal Support Coordinator

2 months ago

London, Greater London, United Kingdom Clyde & Co LLP Full time
About the Role

We are seeking a highly organized and detail-oriented Legal Support Coordinator to join our team at Clyde & Co LLP. As a key member of our support staff, you will play a vital role in ensuring the smooth operation of our legal services.

Key Responsibilities
  • Client Relationship Management
    • Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy/formatting before it is passed to the relevant lawyer.
    • Taking and making client-related calls, dealing with and handling message taking as appropriate.
    • Manage Interaction and ensure new prospects, clients, and contacts, activities, and business development information are added.
    • Responsible for keeping up to date with client-specific protocols and processes, implementing, providing guidance, and training to others where necessary and ongoing monitoring.
  • Administrative
    • Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times.
    • Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters.
    • Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal clients.
    • Manage diaries, ensuring they are up-to-date, anticipating requirements e.g. associated travel/accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.
    • Produce and maintain Excel spreadsheets as required.
    • First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams.
    • Arrange for the preparation and collation of internal sector newsletters and briefings.
    • Arrange photocopying, printing, organizing couriers, sending out letters, faxes, etc.
    • Receiving instructions via digital dictation for tasks and acting upon the same.
  • Communication
    • Key point of contact for fee earners and clients to maintain relationships and ensure a high level of support is always provided by the team.
    • Monitor post and/or emails and dealing with as appropriate ensuring all client-related correspondence is passed onto an appropriate fee earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritizing emails, collating necessary paperwork, and e-filing.
    • Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Hub Leader.
    • Answering phone calls for other members of the team when they are away from their desk and participating in a lunchtime telephone rota within the Practice Assistant team.
    • Minute taking, following up designated actions to ensure completion ahead of the next meeting.
    • Liaising with and taking direction from your Legal Support Manager.
    • Liaise with the Legal Support Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.
  • Financial
    • Assisting fee earners with billing-related tasks.
    • Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation.
    • Request cheques, bank transfers, and paying in money received, as appropriate.
    • Supporting the co-ordination of the WIP process.
    • Dealing with matter-related finance administration to include APRs, BACs, TTs.
    • Processing expenses.
  • Processing
    • Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Hub Leader/Legal Support Managers where challenges arise.
    • Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestone.
    • Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.
    • Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms.
    • Undertaking searches and completion of requisite forms and submission.
    • Ensuring compliance with firm-wide/department policies and procedures.
  • Customer Service
    • Arranging and attending team meetings.
    • Liaising with fee earners, Hub Leader, and Legal Support Managers to take instruction and liaise on work requirements.
    • Consistently and appropriately update service users on progress where appropriate.
    • Regularly offer assistance wherever possible.
    Essential Skills & Experience
    • Advanced knowledge of document management/case management systems.
    • An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
    • Proven experience of managing client-facing tasks and priorities, with a hands-on, practical approach.
    • Effective at investigating issues and seeing a problem through to conclusion.
    • Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
    • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
    • Positive can-do attitude with the ability to adapt to change.
    • Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
    • Well-organized and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.
    Technical Skills
    • Experience of working in a legal or professional services environment.
    • An aptitude for managing multiple priorities, producing documents and client communications of the highest standard.
    • Advanced knowledge of Microsoft Office.