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The Legal Support Specialist facilitates the efficient operation of assigned department(s) by performing a variety of clerical and administrative tasks. This is a generalist role that includes providing coverage for legal assistants during scheduled and unscheduled absences, providing back-up support for front desk reception, and performing a variety of project management, word processing, and clerical duties.

The Legal Support Specialist must be able to grasp information quickly, work independently with limited daily oversight and instruction, and be able to multitask. The role requires an individual to be flexible, able to work under time-pressure to meet deadlines and handle last-minute requests. He/she should be very organized, proactive and results-oriented. The individual should be comfortable working with a variety of personalities, while maintaining a professional attitude at all times. Lastly, the individual should desire to learn new skills and to expand their position skills over time.

Requirements

Document services

• Lead digitization and paperless initiative
• Prepare and manage FedEx/Certified Mail/Return Receipt mailings
• Receive, process, and maintain all corporate audit letters
• Set-up and maintain workspace folder structure and electronic data room folder for M&A transactions, including managing external permissions
• Draft paper/electronic closing binder of transaction documents for attorney review
• Drafts, revises, proofreads, or transcribes documents, presentations or correspondence.

Internal and external client services

• Provide back-up desk coverage for planned and unplanned PTO and leaves of absence
• Attend closings & signings to provide notary/witness/copy services
• Coordinate errand requests and courier deliveries
• Coordinate travel arrangements
• Facilitate holiday card/gift list task
• When filling in for primary receptionist, professionally and warmly greet all guests that enter the firms lobby. Answers and transfers incoming calls, screening when necessary to promptly route the call. Receive and route incoming deliveries. Accept reservations for conference rooms and manage schedule.

Billing and accounting services

• Notify attorney and assistant when billing is available for review
• Handle all client receipt of funds and refund requests
• Process attorney reimbursements and check requests
• Communicate SurePoint corporate client contact updates

Registered Agent Services

• Scan received incoming registered agent mail and circulate to responsible attorney and assistant
• Set-up and maintain FileSite workspace for registered agent matters/log
• Maintain FileSite log of all registered agent matters incoming and outgoing
• Triage all internal and external registered agent inquiries