Job Description
The Practice Support Coordinator is responsible for providing professional administrative support to the lawyers of the Firm in relation to both billable and non-billable work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies. The role will be part of the Hub in Warsaw and will include working as part of a team to ensure a high-quality service to all stakeholders. The specific purpose of this role is to assist the allocated fee earners in our Luxembourg office (GFM Practice Area).
Your day-to-day tasks will include:
Matter Management
o Support Lawyers in collating and capturing the correct client and matter-related information in the core systems. This includes processing client acceptance forms (Anti-Money Laundering (AML)/Know Your Customer (KYC) documentation).
o Support Lawyers with opening of new legal files ("matters")
o Ensure ongoing maintenance and updates to existing legal files.
o Assist lawyers by reviewing and correcting timesheets, as well as addressing any unposted time entries on a daily basis.
o Prepare initial drafts of invoices by collaborating with lawyers from the Global Financial Markets team, local secretaries, and the billing department.
o Attend Work in Progress (WIP) and debtors' meetings, and coordinate with lawyers or the billing department for necessary follow-ups.
o Check draft invoices for accuracy and ensure they adhere to agreed financial terms.
o Respond to and manage queries about the invoicing process, liaising with the billing department as needed.
o Dispatch invoices to clients and handle any related queries.
Client Focus and Support
o Advance client relationship initiatives by scheduling and participating in meetings and calls, among other related activities.
o Develop or modify PowerPoint presentations, Excel spreadsheets, and fee quote documents to a Clifford Chance proficient standard. This task may involve coordinating with specialist teams within the firm to ensure materials meet the initial specifications provided by fee earners and Business Professional team members, including the Business Development (BD) team.
o Foster relationships with both internal and external clients and stakeholders, ensuring a comprehensive understanding of matters from start to finish for the fee earners you support.
Practice Management
o Serve as the primary contact for handling queries from both inside and outside the firm, via phone or email. This involves anticipating needs, drafting responses, managing files and archives, prioritising tasks, and directing questions to the relevant teams within the firm as needed.
o Manage calendars, including scheduling meetings across various time zones, booking meeting rooms, resolving scheduling conflicts, preparing meeting materials, coordinating with participants regarding availability, and arranging catering.
o Draft and prepare correspondence, including letters, emails, pitches, and presentation materials, following guidance from the professionals you support.
o Oversee the full document management cycle, which includes editing documents, compiling PDFs, renaming files, proofreading, and performing generic blacklining.
Qualifications
• Ideally, having experience in an administrative or billing assistant position with a law firm or with an international service provider.
• Fluency both in French and English is required; knowledge of German or Luxembourgish language is a plus, any other European language would be appreciated.
• Good knowledge of the Microsoft suite and the ability to quickly learn other IT systems.
• A dynamic and proactive attitude with a willingness to learn.
• Ability to prioritise workload and to work well under pressure.
• Flexible and able to work remotely.
Company Description
Whatever your area of expertise, you will find a range of career opportunities at Clifford Chance. And wherever you’re heading, Clifford Chance is where you can be true to your ambitions.
Our Firm, work and people span jurisdictions, cultures, and languages. In a world where commercial success increasingly relies on globalisation, we offer clients a truly international perspective, and we offer our people a rewarding and stimulating career.
We are proud of our approachable, friendly, and team-based way of working. Highly professional and self-assured, with an entrepreneurial streak, our people are more than happy to share their expertise and knowledge.
Additional Information
At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.
We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.
We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.
Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.
Find out more about our inclusive culture here
