Business Support Openings

Business Support Openings

CONFLICTS - $50K DOE

JOB DESCRIPTION
The Conflicts Analyst will support the Conflict Department’s day-to-day tasks of conflicts of interest clearance, supporting the firm’s internal clients, as well as assisting with special projects related to the firm’s professional responsibility, compliance, and conflicts initiatives.

RESPONSIBILITIES
• Conducts research as necessary on new clients and other parties.
• Utilizing corporate databases to determine shareholders and substantial owners.
• Performs conflicts searches and requests within 3E and the New Business Intake system.
• Utilize current policies and procedures as guiding principles to provide preliminary conflict assessment.
• Assists with maintenance of all conflicts related databases.
• Assists in maintenance engagement letter files.
• Coordinates daily flow of conflicts-related work in the department in order to ensure that high quality and rapid turnaround time are maintained.
• Assists with opening of new matters, updating matters, and closing matters.
• Assists with report generation, and all other administrative functions in the department as necessary.

REQUIREMENTS
• Bachelor’s degree.
• Prior law firm experience preferred
• Interest in law school preferred
• Knowledge of various external corporate affiliate databases.
• Excellent interpersonal and problem-solving skills.
• Strong analytical skills.
• Excellent oral and written communication skills.
• Strong team player who also works well individually.
• Ability to multi-task, make decisions and deliver results efficiently under time pressures.
• Ability to work well with staff at all levels of the firm.
• Detail-oriented and interested in results—consistently meets deadlines and finishes projects.
• Proficient at identifying priorities and knowing when to escalate issues.
• Flexible—able to respond quickly and positively to shifting demands of the department.
• Provide after-hours weekend support on a rotating basis.

SEND RESUME FOR CONFIDENTIAL REVIEW TO: dburo@roberthadleyassociates.com

Bilingual Receptionist (Spanish)
Midtown Law Firm
Hours 10:30am to 6:30pm
Immediate Hire- TEMP to PERM - Pay to $50K DOE

Our client, a Midtown law firm in NYC, who has a large Latin-American presence has an immediate need for a front desk Receptionist. This important role is the first face that clients and visitors will see when they arrive at the office. Candidates should have reception experience, law firm experience a big plus. Also the ability to speak in Portuguese is another big plus!


Duties/Responsibilities
• Greet visitors to the office; account and distribute mail and deliveries as appropriate
• Answer the general phone line and extensions pleasantly and professionally
• Assist other attorneys and paralegals with administrative support as required
• Coordinate conference room(s) schedules; ensure room(s) are set up and ready for meetings
• Maintain office and lunchroom supply inventory; replenish as needed
• Must be able to work the hours of 10:30am to 6:30pm

Qualifications
• Prior receptionist experience strongly preferred
• Prior law firm experience preferred; experience as a legal secretary a plus

Candidates should email resume to lglorig@roberthadleyassociates.com.

Billing & Office Coordinator
Midtown Law Firm
Immediate Hire- To $60K DOE

Our client, an Entertainment law firm, located in Midtown, NYC is seeking a Billing & Office Coordinator. Since this is a hybrid position, the right candidate must be open to wearing many hats. In addition, they must have some law firm billing experience and take a proactive approach to their work. The ideal candidate should also have some familiarity with TABS3 and/or be open to learning the software. They must also be extremely detailed and have strong communication skills. They will have direct communication with clients. If this sounds like a good fit for you, please feel free to submit your resume!

Responsibilities
• Ensure all attorneys, paralegals, and legal support assistants enter their billable time on a daily basis.
• Provide attorneys, paralegals and legal support assistants with weekly time reports of their time entries related the prior week for review; generate weekly management reports for the Managing Partner’s review.
• Enter and edit time entries upon request.
• Review statements for accuracy, grammatical errors, format inconsistencies and make necessary corrections before submitting to the billing attorneys for review.
• Generate semi-monthly and monthly statements; draft, edit, finalize, distribute and mail and/or email statements to clients; follow up as needed.
• Submit and circulate conflict checks for potential new and existing clients as requested; cross check potential clients against existing database of clients for conflicts; interface with attorneys as appropriate.
• Create client profiles in firm database; assign client/matter numbers; prepare and circulate new client matter memos firm wide; update client information in firm systems on ongoing basis.
• Maintain an electronic log of engagement letters.
• Maintain and update client binder list daily.
• Maintain a log of clients for attorneys as requested.
• Maintain a billing log of all statements and billing correspondence sent to clients firm wide.
• Back up the billing system daily, correct billing errors if detected.
• Train new employees and attorneys on firm billing database usage and features.
• Provide daily support to Office Administrator.
• Update client contact information in firm systems; provide updates to billing attorneys and Office Administrator.
• Order and maintain stock of supplies for the office.
• Keep the copy center organized and stocked with paper and supplies.
• Assist the Office Administrator in her absence with check requests, processing payments and bank deposits.
• Provide Front Desk support and Reception coverage as needed.
• Provide administrative and client support to all attorneys as needed.

Qualified candidates should email resume to lglorig@roberthadleyassociates.com.

Legal Receptionist/Floater

Our client a busy NJ based personal injury law firm has an immediate need for an experienced legal receptionist. Ideal candidate should have excellent communication skills as well as the strong administrative skills. Candidates will be responsible for answering phones, relaying messages, booking conference rooms and more. Additionally, candidates will be handling litigation over flow work. Experience with MS WORD and Excel is a must. Firm offers a very pleasant and professional working environment as well as an excellent benefits package.

Requirements
• Law firm reception experience
• Proficiency in MS WORD and Excel
• Excellent Communication skills
• Spanish Language Fluency a big plus

Candidates should email resume to smartin@roberthadleyassociates.com