Application Disclaimer: This role is Open to Philippine Residents Only.
Service Summary
The Legal Practice Coordinator is a pivotal operational position focused on driving firm efficiency, data integrity, and workflow optimization for a fast-paced legal practice. The primary objectives include owning the end-to-end administration of the Smokeball practice management ecosystem, mitigating risk through rigorous court and calendar diarization, and ensuring absolute consistency across client files and trust account tracking. Successful delivery requires a meticulously organized, process-driven professional capable of auditing data for flaws, managing complex triage workflows for principal inboxes, and proactively engineering proactive "bring-up" systems to seamlessly protect the lawyer's time and focus.
Service Deliverables
- Maintain absolute data integrity across all digital files and folders using strict naming conventions.
- Regularly audit, tidy, and organize matters to ensure all file details are accurate and up to date.
- Proactively manage cost disclosures and track the varying stages of active matters.
- Oversee the seamless collation, organization, and management of client disclosure documents.
- Create and maintain detailed, accurate chronological logs for active legal matters.
- Own and manage the firm’s master spreadsheets with precise attention to detail.
- Seamlessly onboard new clients and efficiently clean up data for closed matters.
- Regularly update and maintain critical tracking metrics, including "next stage and fee" schedules.
- Log "Next Important Dates" and accurately transpose them to the master Quick View Court and Mediation schedule.
- Actively monitor the Comcourts portal for new filings, orders, updates, and changes.
- Diarize all court dates, mediation dates, and critical deadlines into the lawyer's calendar.
- Implement a rigorous "Bring-Up" system to follow up with clients for outstanding non-legal actions, information, disclosure, or required funds.
- Provide proactive gatekeeping for the lawyer by emailing structured reminders 2 weeks, 1 week, and 2 days out from all major critical dates.
- Manage and triage incoming traffic for key firm email inboxes (including Founder's and the main Lawyer inbox).
- Apply strict Do / Delegate / Diarise / Delete methodology daily to keep the founder focused only on high-value tasks.
- Actively monitor, track, and reconcile funds sitting in the firm's Trust Accounts.
- Ensure trust fund balances are regularly and flawlessly updated on master tracking sheets to assist lawyers with billing readiness.
Qualifications
- At least 3 years of Proven experience working within a law firm environment or a similar role.
- Experience using Smokeball (or similar legal tech like Leap/Actionstep) and navigating the ComCourts portal is highly desirable.
- Must possess a naturally close attention to detail.
- Must be driven by consistency, structure, and order.
- Must have a Proactive Mindset. Does not wait for instructions but anticipates bottlenecks, issues reminders before they are asked for, and protects the lawyer's time.
- Must have Advanced proficiency in MS Office/Google Workspace and email client management.
- Must have exceptional written and verbal communication skills