Legal Assistant/Office Coordinator

Firm Overview :

We are a full-service law firm with 100+ attorneys and more than 70 other professionals in Oklahoma and Texas. We represent a diversified client base across the nation, and our connections and reach are global.

Fortune 500 corporations, privately owned companies, entrepreneurs, foundations, and individuals entrust us every day with the stewardship and strategic management of their legal challenges.

We are well known for our high-quality legal services provided by an experienced group of litigators and transactional attorneys who have been recognized by Benchmark Litigation, Chambers USA, Best Lawyers in America, Oklahoma Super Lawyers, and several federal, state and county bar associations.

The firm provides a highly engaged, collaborative, team-based approach to doing life at work while we serve our clients with excellence not only throughout Oklahoma but across the U.S

Overview :

The Legal Assistant / Office Coordinator will provide a wide range of practice-specific administrative and clerical support.

They will also serve as a reliable on-site source to perform a range of project, administrative and operational support to the Firm Directors to service our internal and external clients.

This includes the preparation and processing of correspondence and memoranda as well as complex legal documents such as pleadings, summonses, complaints, motions, and subpoenas.

Responsibilities include but are not limited to drafting, formatting, and filing legal documents, data entry, docket management, client communication, calendar maintenance, performing basic research, and maintenance of client files throughout the life cycle of the matter.

Although this position supports a primary group of assigned attorneys and / or paralegals, they must be able to work collaboratively with others in a collaborative environment so that adequate back-up and overflow support is provided when the need arises.

This individual is responsible for opening and closing the office and will oversee day-to-day tasks of the Houston office.

In addition, this role will serve as a reliable, on-site source to perform a range of project, administrative, and operational support to the Firm Directors to service our internal and external clients.

Essential Job Functions :

• Support and cultivate an elevated level of client service standards
• Prepare and process correspondence and memoranda as well as complex legal documents; draft routine cover letters and documents
• Proofread documents and check for proper formatting, spelling, and grammar; complete revisions, prepare redline documents as directed, and submit for e-filing when appropriate
• Perform various clerical duties such as receive, screen and respond to callers; review, scan and route incoming mail; prepare outgoing mail;
• arrange for specialized overnight mail or messenger service; coordinate activities with courthouse runner; maintain and update contacts and addresses;

scan and photocopy materials; create pleading binders or electronic copy of pleadings in NetDocuments and the Firm’s Daily Intake, and keep current with attorney’s deadlines and caseloads

• Maintain electronic client and firm administrative files according to the Firm’s digital file management guidelines, as well as paper files, as necessary, and other records
• Manage attorney calendars, including scheduling appointments and other tasks related to calendar / docket due dates; schedule and coordinate internal / external meetings, conferences, depositions, including all organization and coordination, as well as travel arrangements;

actively communicate changes or reminders to direct reports, as needed

• Provide trial support duties such as preparing exhibits, bates labeling, redacting, making trial binders, scheduling expert witnesses, preparing charts, graphs and other courtroom visuals or demonstrative exhibits
• Interact with various courts, clients, vendors, lawyers, and staff and maintain positive relations with each
• Aid the billing department and billing attorneys with firm related billing tasks, process expense reports and check requests
• Apply practice-related knowledge and skills to complete projects and tasks; effectively find, promote, and apply technologies or delegate to firm resources to maximize efficiency in conducting assignment
• Serve as a point of contact and reporting any office facilities, technical issues and personnel issues to the appropriate Director / Manager
• Implement and ensure office procedures and practices are being followed and reporting any problems to the HR / Admin Director
• Schedule and monitor all Client / Guest / Vendor building access and security
• Setting up lunch meetings including gathering orders, ordering of food and set-up / break-down
• Reconcile Certified Mail Receipts by attorney & client matter number from new USPS Reports
• Monitoring inventory for office and break room supplies by checking stock to determine inventory levels; anticipating requirements;

placing and expediting orders; verifying receipt; delegate items getting stocked.

• Ensures operation of equipment by completing preventive maintenance requirements by scheduling of repairs, etc.
• Report to and work with Manager of Administrative Services to carry out routine checks to ensure safety and security, and submit work orders and scheduling repairs for general office space and equipment
• Maintain the general upkeep of the premises

Qualifications :

• Maintain a positive, can-do attitude, while working in a fast-paced working environment
• Clear and effective communication and strong people skills; strong grammar, spelling, and punctuation
• Able to work independently or as a team in a collaborative environment
• Strong diligence with great emphasis on accuracy and quality
• Prioritize tasks and provide support and response to requests on time
• Demonstrate capability of researching local court rules to ensure proper methods of e-filing
• Knowledge of local, out-of-state and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)
• Knowledge of legal procedures, legal terminology, and e-discovery databases such as Relativity
• Flexible to meet the unique needs of each individual attorney to support their practice and the specific needs of a case
• Use proper judgement and discretion when dealing with sensitive, confidential information
• Ability to manage stressful situations in a professional and courteous manner
• Knowledge of local, out-of-state and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)
• Skilled at organizing complex projects and delegating tasks
• Knowledge of office procedures and legal terminology
• Exhibit great attention to detail; strong proofreading skills

Computer / Technical Skills :

• Solid working knowledge of MS Word, Excel, Outlook, PowerPoint and Adobe Acrobat
• Strong document formatting experience in electronic creation of TOC’s and TOA’s
• Aptitude to obtain a solid technical aptitude in the Firm’s software (e.g. NetDocuments, Daily Intake and Elite)
• Proven capacity to work with a multitude of software / web-based applications
• Ability to quickly learn e-filing in out-of-state district courts and federal district court systems
• Operate standard office equipment such as telephone, conferencing equipment, photocopiers, scanners, postage machines, etc
• Build on existing skills through both self-directed developments, as well as Firm sponsored training programs

Education and Experience :

• Associate degree in legal studies or related field; or minimum of three (3) years of relevant work experience
• Notary preferred

Acknowledgement

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law.