Legal Administrative Support Coordinator

SUMMARY:

The Legal Administrative Support Coordinator plays a critical role in ensuring smooth operational and administrative workflow within the practice area. This position is responsible for managing document intake, processing, and organization; supporting attorneys, paralegals, and legal assistants; and facilitating efficient client communication and file management. The role requires strong attention to detail, proactive service, and the ability to support a high-performing legal team. The coordinator maintains positive contact with clients, attorneys, and staff, and observes strict confidentiality of client matters.

EDUCATION/EXPERIENCE REQUIREMENTS:

• High school diploma or equivalent required; Associate degree preferred.
• Two years of administrative experience in a professional services environment; law firm experience strongly preferred.
• Proficiency in Microsoft Office applications with speed and accuracy.
• Experience with document management systems (EDMS) and other office-related technology.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

“Essential functions” are job duties that incumbents must be able to perform unassisted or with reasonable accommodation.

• Mail Processing and Document Management:
  • Sort, process, and scan incoming mail, organizing and saving documents in client files.
  • Handle email correspondence by distributing relevant materials to attorneys, paralegals, and legal assistants.
• EDMS Filing and Document Preparation:
  • Manage Electronic Document Management System (EDMS) filings, ensuring accurate and timely documentation in client files.
  • Scan, print, and prepare estate planning documents, notes, and related materials.
• Client Correspondence and Assistance:
  • Assist in client communication by preparing outgoing mail, including certified or express deliveries via UPS/FedEx.
  • Greet clients, escort them from the lobby to conference rooms, and provide support during meetings as required.
• Witness Assistance and File Integration:
  • Assist in legal procedures by serving as a witness and aiding in file integration.
  • Maintain organized records and facilitate efficient file retrieval when needed.
• Special Projects and Flexibility:
  • Collaborate on special projects as assigned, demonstrating adaptability and a proactive approach to support various needs within the legal team.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Professional Excellence: strong administrative proficiency, quality of work, and attention to detail.
• Business Acumen: understanding of workflow, priorities, and professional service expectations.
• Technology Proficiency: ability to learn new systems and support EDMS functions effectively.
• Communication Skills: strong written and verbal communication skills; ability to support positive client experiences and resolve conflicts professionally.
• Mindset: positive attitude, collaborative nature, adaptability, and willingness to support team needs.
• Initiative: self-motivated, accountable, and proactive in supporting attorneys and staff.

ADDITIONAL ROLE EXPECTATIONS:

• Ability to manage multiple priorities under time-sensitive conditions.
• Demonstrated reliability, professionalism, and discretion in handling confidential information.
• Occasionally requires more than 40 hours per week or irregular hours to meet business needs.
• Ability to sit, stand, use a computer, and operate standard office equipment for extended periods