Legal Practice Assistant / Office Coordinator

About the role

This position combines two distinct functions within the Greensboro office: Office Coordinator and Legal Practice Assistant supporting the Construction and Corporate Practice Groups. The Office Coordinator manages daily administrative operations, supervises support staff, and handles confidential staff matters. The Legal Practice Assistant provides legal secretarial and administrative support including document preparation, e-filing, calendar management, and trial support.

Office Coordinator Responsibilities

• Manage daily administrative tasks to ensure smooth office operations
• Handle confidential interactions with staff, leadership, external guests, and human resources to resolve staff concerns and conflicts
• Provide support to paralegals and legal practice assistants for maximum workflow success
• Supervise receptionist, courier, and document specialist positions for prioritizing daily logistics, requests, deadlines, office supplies, and meeting setups
• Process I-9 verification, provide training regarding work applications, security access, business cards, and equipment setup for new hires
• Coordinate office library publications and invoicing
• Serve as point of contact for vendors and building management for work orders and office repairs
• Coordinate office events, firm-wide meetings, health screenings, and office celebrations
• Monitor office expenditures and reimbursement of same
• Coordinate personal time off for staff in accordance with firm policies and ongoing administrative support
• Participate in interviews for staffing candidates
• Manage payment of dues for NC Bar Association, NC State Bar, 24th Judicial District/Greensboro Bar Association, and specialization fees
• Handle disciplinary actions regarding staff

Legal Practice Assistant Responsibilities

• Prepare correspondence, memoranda, and other legal documents such as summonses, complaints, motions, responses, and subpoenas under the supervision of an attorney or other timekeepers
• Provide trial support
• Format briefs, pleadings, and other legal documents
• Keep track of attorney time records and billing
• File legal documents for State and Federal courts (e-filing skills required)
• Transcribe dictation
• Correspond with clients
• Maintain calendars
• Open new files and client matters
• Request conflict of interest checks
• Maintain all client and general files
• Maintain client contact when appropriate
• Work closely with other administrative support staff (conflicts, records, office services, etc.)
• Receive clients and visitors; maintain good public relations with clients; observe confidentiality of attorney-client relationship
• Proofread documents
• Provide administrative coverage for attorneys firm-wide through the workflow pod to include processing expense reports, travel arrangements, e-filing

Skills

• Excellent interpersonal and organizational skills with the ability to work successfully with multiple team members at all levels of the organization
• Competent handling of a variety of activities with attention to detail and quality, with the ability to follow through and follow up and adapt to quickly meet changing deadlines and priorities
• Advanced proficiency with Microsoft Office Suite applications, including Word, Excel, and Outlook
• Ability to complete multiple tasks and a high volume of work on short deadlines and follow through on assigned tasks with limited supervision
• High level of flexibility and resourceful problem solving
• Exceptional verbal and written communication skills
• Ability to handle sensitive information with the highest degree of integrity and confidentiality
• Maintain a professional work environment, adhering to firm policies and procedures

Qualifications

• Prior litigation experience required
• Associate's or Bachelor's degree preferred
• Paralegal Certificate preferred

Work Environment

• In-office position
• Ability to work extended hours when necessary
• Normal office environment; no unusual physical demands