Litigation Legal Support Coordinator

About the role

Under general supervision and according to Firm policies and procedures, performs a variety of secretarial duties for attorneys to whom assigned. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters. This position may be posted externally under a market-aligned title to enhance candidate reach. Upon hire, the official title for the role will be Legal Support Coordinator.

FLSA Status: Non-Exempt | Department: Office Support | Supervisor: Office Administrator

Responsibilities

• Prepare, revise, format, and proofread pleadings, motions, briefs, discovery requests and responses, subpoenas, correspondence, and other litigation-related documents.
• File pleadings and other documents electronically in federal and state courts and administrative agencies, ensuring compliance with applicable court rules and deadlines.
• Maintain litigation calendars and monitor court deadlines, hearing dates, filing deadlines, discovery deadlines, and trial-related schedules.
• Coordinate deposition logistics, including scheduling, preparation of notices, court reporter arrangements, conference room reservations, and exhibit management.
• Assist in preparation for hearings, arbitrations, mediations, administrative proceedings, and trials, including organization of exhibits, witness files, trial notebooks, and case materials.
• Support Labor and Employment attorneys with administrative agency matters, including filings, correspondence, and responses involving agencies such as the EEOC, Department of Labor, and state labor agencies.
• Operates a computer and other general office equipment, digital and transcription equipment.
• Prepares correspondence, memoranda, and other legal documents.
• Receives telephone calls and records messages as directed.
• Handles incoming mail as directed by attorneys. Prepares outgoing mail or packages for shipment. If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Establishes and maintains electronic calendar and deadline reminder system for attorneys.
• Monitor attorney's incoming e-mails.
• Maintain client contacts and mailing lists.
• Opens new files, requests conflict of interest checks, and maintains all client and general files. Conducts periodic review for possible storage of older files; prepares files to be closed.
• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship.
• Schedules appointments, multi-party conference calls, conference rooms, and travel arrangements for attorneys. Completes expense reimbursement forms for attorneys.
• Proofs, processes and prepares client bills for mailing.
• Assists with time entry as requested.
• Performs other duties as requested by the Office Administrator.
• Physical presence in the office is an essential duty of this position.