Legal Practice Assistant Finance and Disputes

Position Summary: The Legal Practice Assistant provides comprehensive administrative and operational support to legal professionals and practice teams. The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, expenses, client service, and cross-functional follow-up while maintaining accuracy, responsiveness, and confidentiality.

Key Responsibilities: Billing and revenue coordination: Prepare, review, revise, and circulate draft and final invoices; maintain matter, purchase-order, client-matter, payor, and amount information; apply approved discounts, write-offs, and disbursements; route bills for approval; and follow up with Billing and Finance. E-billing support: Coordinate invoice uploads, correct identifiers, replace invoices, and resolve rejected or missing submissions. Matter administration: Open and maintain matters, sub matters, linked matters, and support files; confirm client and billing requirements; update descriptions, contacts, payors, team members, access, and matter roles; and assist with conflict-clearance workflows. Time-entry maintenance: Transfer time between matters, correct narratives and billing or phase codes, verify transfers, update matter details, and remove temporary language. Calendar, meeting, and travel coordination: Schedule calls and meetings, support calendar planning, prepare and maintain itineraries, coordinate travel logistics, and assist with passport and visa documentation. Document drafting and production: Draft routine engagement and administrative correspondence; prepare comparisons and redlines; print, copy, scan, bind, organize, and deliver agreements, advice packages, arbitration or hearing bundles, exhibit indexes, and other materials. Document management: Save and organize documents in the document-management system using accurate document IDs and version numbering; arrange scanning and return of original materials; and resolve routine document-formatting or printing restrictions. Expense and vendor administration: Prepare expense reports and reimbursements, reconcile receipts, confirm matter codes and narratives, identify attendees, address policy exceptions, register vendors, obtain approvals, and process outside-counsel invoices as disbursements. Client and contact support: Maintain electronic contacts, coordinate business-card requests and proofs, conduct client-service research, and support professional and business-development activities. Office and delivery support: Arrange couriers, urgent deliveries, office supplies, and other day-to-day logistical support. Cross-functional coordination: Work with Billing, Finance, Matter Management, Conflicts, Human Resources, Office Services, vendors, and other practice support professionals to track requests through completion. Qualifications and Skills Experience providing administrative support in a legal, professional service, or similarly deadline-driven environment. Working knowledge of billing, e-billing, expense, matter-management, and document-management processes. Proficiency with Microsoft Office applications and the ability to learn firm-specific systems. Strong written and verbal communication, proofreading, organization, and follow-through skills. Ability to manage multiple priorities, produce accurate work under time constraints, and exercise sound judgment with confidential information. Service-oriented approach and ability to collaborate effectively across departments, offices, and external service providers.

Core Competencies: Attention to detail

Salary Range: $95,000 – $110,000