Practice Support Coordinator

Brussels (Place Stephanie)
  • Management Assistant
  • Legal Assistant
  • Brussel centrum
  • Vast voltijds
International law firm in center of Brussels is looking for a full-time, trilingual assistant.

Je functie

This position is responsible for providing proactive practice support and administration support to the lawyers of the Firm primarily in relation to billable client work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies and procedures. This includes being a part of a client matter team and coordinating and supporting all matter-related processes from matter inception to project completion, billing and collection, matter team support and business development support services.

Matter Management

  • Client and matter clearance and opening
  • AML processes
  • Engagement letters
  • Matter Team Management (MTM) maintenance
  • Managing Associate's checklist
  • Matter document folder
  • Matter project administration (from the opening to the closing of matter including setup of matter SharePoint site/i-Manage, to supporting post-closing activities such as bibling, archiving)
  • Client & matter-team meetings

Commercials/Billing/Collections

  • Ensure matter is set up correctly; update matter financials during the lifecycle of the transaction, incl. update of fee related to "out of scope", etc.
  • Attend WIP/Debt reviews
  • Follow up on Partner actions from WIP/Debt review meetings
  • Prepare and review draft bills with lawyers
  • Match time in a bill: check meeting times and narratives are consistent across attendees
  • Review and follow up on applicable disbursements and anticipated costs
  • Chase outside Counsel for missing invoices (if any)
  • Use matter review report in .xls or pre-bill guide or draft bills, if appropriate
  • Review time entries / make time entry amendments
  • Review held time and missing time
  • Collate invoice cancellation documentation and request client credit note

Business Development Support

  • Support Partners and the BD team with business development activities:
    • amend business development and client focus materials including CVs, pitches, presentations, client briefings etc.
    • monitor business development collateral such as CVs and MIS to ensure it is up to date
    • organise, facilitate and provide host support for events where required, including virtual events
    • facilitate updates to clients

Matter Team Support

  • Document production and DPU liaison where necessary, includes:
    • transcribe, edit and amend legal and other documents
    • convert, compare, copy type and proofread the same as necessary, ensure that documents comply with house style
  • Signing pages where applicable
  • e-Filing where applicable
  • Post-closing activities where applicable

Best Delivery/Legal Tech Opportunities

  • Advise Partners / Associates on the use of Best Delivery tools (CC Connect, Workshare transact, Template automation)
  • Advise or prompt Partners / Associates to liaise with Legal Delivery Centres
  • Help with basic Legal Project Management activities (on matters where LPMs are not assigned)
  • Draft automated documents (e.g. engagement letters automated by Best Delivery for Partners to review)

KETL Opportunities

  • Assist with the production of newsletters
  • Maintain knowledge databases
  • Review templates (proofreading, sense-checking)
  • Maintain topic guides/information hubs on the intranet
  • Organise knowledge teams meetings (scheduling regular meetings, drafting agendas and minutes)
  • Organise internal training sessions

Je profiel

  • Microsoft Office tools (Word, Excel, PowerPoint, OneNote, Outlook, Teams): intermediate / advanced level
  • Strong collaboration and interpersonal skills
  • Min. 3 years of work experience in a similar environment
  • Excellent English, Dutch and French communication skills both verbal and written
  • Excellent work ethic; proactive and motivated to learn
  • Exceptional team player and ability to work autonomously
  • Willingness and enthusiasm to work with and support different groups within the firm as required

Onze opdrachtgever

Our client is one of the world's leading law firms with office on the prestigious Avenue Louise in Brussels. They are looking to hire a freelance assistant who aspires to deliver the highest standards of support and clients service.

Onze opdrachtgever biedt

  • a full-time and permanent employment contract (no interim)
  • an international and high-paced working environment, a young team spirit
  • an interesting salary package, including benefits: luncheon vouchers, group and hospitalisation insurance, transport indemnities (public transport fully reimbursed), laptop, home working

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