Wegman

Corporate Legal Secretary Job at Wegman in Houston

Wegman, Houston, TX, US

Job Description

Our client, a full-service, leading international law firm, is seeking an experienced Legal Secretary, Corporate. Under general supervision from Secretary Services Manager, the Legal Secretary provides full administrative and document processing support to assigned group of attorneys and/or paralegals.

Essential Duties and Responsibilities:

Responsible for maintaining client bills and working in conjunction with our billing department to ensure client bills are processed in a timely manner.
Review and revise monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.
Reviews available client billing guidelines for invoicing for lawyers; advise billing lawyers and billing department of any special exceptions and changes noted in billing guidelines so the special exceptions may be incorporated on client level and/or matter level.
Works with underwriting bills, including approved timekeepers, rate charts, billing agreements, special exceptions, styles, electronic billing and general billing processes.
Maintains chart of invoices throughout the year in order to follow up on overdue payments, keep track of electronic billing as well as status of submitted invoices.
Provides administrative support as needed composing, proofreading, redlining, editing or preparing documents and correspondence.
Maintain and manage calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation and meal arrangements.
Coordinates outsourced copy jobs; provides photocopying and/or scanning of correspondence, documents and other printed materials.
Handles in-coming mail, emails to clients, faxes, hand deliveries, etc.
Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
Interacts with clients, vendors, lawyers and staff to maintain good relations.
Closes files per lawyer requests.
Reconciles and submits travel, client development and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.

Qualifications:

Minimum of five (5) years work experience in a law firm environment, or related professional experience.
Knowledge of legal terminology and of court system and rules for filings and correspondence.
Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, Intapp Time and Aderant software.
Knowledge of Chrome River and BB Conference Scheduler software.
Ability to multi-task and work well under time constraints.
Ability to work well independently and in a team environment.
Must be reliable, a self-starter and have a professional demeanor.