Practice Support Coordinator - German Desk - Warsaw Hub

About the role

The Practice Support Coordinator is responsible for providing professional administrative support to the lawyers of the Firm in relation to both billable and non-billable work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies. The role will be part of the Hub in Warsaw and will include working as part of a team to ensure a high-quality service to all stakeholders. The specific purpose of this role is to assist the allocated fee earners in in our Germany offices. Who you will work with You will predominantly be working with the members of the practice group (allocated fee earners), as well as secretarial colleagues from Germany as well as the teams in India. What you will be responsible for The Practice Support Coordinator is responsible for providing professional core business support to the Firm's fee earners. The support provided will be as part of a team with shared responsibilities and collective accountability, working with the firm's Business Professional teams. The Practice Support Coordinator is expected to create positive working relationships with fee earners and their colleagues to provide excellent business support. You will take personal responsibility for ensuring that any service issues are resolved as quickly as possible and will take full ownership of these issues, permitting the people you are allocated to support to concentrate on looking after our clients. The Practice Support Coordinator is responsible for ensuring that all activities are carried out in compliance with the firm's policies and regulatory requirements.

Responsibilities

• Practice Management:
• Managing diaries: organising meetings, coordinating meeting requirements including room bookings, managing diary conflicts, preparation for meetings including necessary documentation, liaising with internal and external attendees on availability, and organising catering.
• Arranging domestic and international travel: visas, vaccinations, currency, flights, hotels, maps, client information, itineraries and liaising with our in-house travel provider as required.
• Litigation and Document Management:
• Monitoring court deadlines (under further supervision) and maintaining lists of such deadlines and other matter-related lists.
• Preparation of standardised submissions in legal proceedings: For example, drafting applications for cost determination or motion for remote hearings.
• Document handling: Storing documents in different internal and external workspaces and data rooms, setting up appropriate file management systems: filing emails and documents, archiving, filing, and arranging couriers, in doing so ensuring the completeness of court files.
• Collating and capturing the correct client and matter-related information in the core systems.
• Financial and Matter Management:
• Supporting billing and collection tasks.
• Providing financial management support from inception through to billing: supporting the firm's commercial discipline initiatives.
• Working with Accounts Payable to raise timely and accurate invoices to ensure payment on time.
• Attending work in progress (WIP) and debtor meetings as required and following up on action points with the billing team.
• Supporting your fee earner allocation with Time Sheet entries: proactively inputting holidays and absences, resolving unposted time and managing held time.
• Your experience
• Fluent in German and English. Any additional language skills would be considered as an asset.
• 3+ years' experience, preferably in a multinational organisation with proven experience as a Legal secretary, Executive Assistant or personal secretary to Senior Management, ideally experience with court proceedings.
• Ability to work in a virtual environment and provision of remote support.
• In-depth understanding of entire MS Office suite (Word, Outlook, PowerPoint and Excel).
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Ability to adapt to changing priorities and work well under pressure.
• Strong attention to detail.
• Approachable, helpful and flexible.
• Willingness/ability for very occasional travel to Frankfurt/Germany.
• How we will support you
• Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the support functions that underpin its business operations.

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