Wegman

Corporate Legal Secretary Job at Wegman in Houston

Wegman, Houston, TX, US

Job Description

Our client, located in downtown Houston, is seeking an experienced Corporate Legal Secretary with a minimum of 5 years experience with the following:

Essential Duties and Responsibilities:

Primarily responsible for maintaining client bills and working in conjunction with our billing department to ensure client bills are processed in a timely manner.
Reviews and revises 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.
Inputs lawyer time utilizing the firm’s time entry software on a daily basis.
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 confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, editing or preparing documents and correspondence; this may require spending long periods of time at computer workstation.
Schedules appointments and performs other tasks related to maintaining assignments’ 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 correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including 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.
Answers telephones and delivers accurate and timely messages.
Interacts with clients, vendors, lawyers and staff to maintain good relations.
Maintains workstation and surrounding area which may require lifting, squatting, kneeling or bending.
Closes files per lawyer requests; this may require lifting file bank boxes containing client files.
Reconciles and submits travel, client development and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
Other projects as assigned by the Secretary Services Manager, Partner in Charge and Office Administrator.