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Wegman

Wegman is hiring: Corporate Legal Secretary in Houston

Wegman, Houston, TX, US,


Job Description

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.