Matter Opening Team Specialist - (Remote) at Reed Smith LLP

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

This position is responsible for the accurate and timely coordination of opening matters for new business at the firm. The role is comprised of a combination of administrative, and information validation and collection duties.  Responsibilities include working closely with timekeepers and executive assistants to collect the information required to open new matters, initiating new business intake memos, running initial conflicts checks on the parties involved in the new matter, obtaining any necessary approvals required for opening the new matter, and drafting engagement letters. The role will also include cross-training in other critical areas of the Business Intake Group, including, but not limited to, quality assurance review, audit letter preparation, research into the corporate structure of new firm clients, matter opening and the tracking of signed engagement documents. Must also work as a team player and maintain a good rapport with co-worker(s) and internal clients.

Essential Functions

• Correspond with timekeepers and their executive assistants to gather the necessary matter details and parties required for matter opening. The information includes client name, matter name, matter description, responsible attorney identification, related party names, role relationship codes and types, billing rates, fee arrangements, accounts receivable amounts and unbilled time amounts.

• Draft engagement letters.

• Run initial conflict checks on parties for new matters.

• Serve as a member of the team responsible for the maintenance of the Signed Business Intake Documents files, including Engagement Letters, Waiver Letters and Acknowledgements.

• Assist in providing new business intake memo training to new hires and additional training to existing users upon request.

• Serve as a member of the team, performing as a clearinghouse for all new business intake memo questions. This includes providing status updates and relaying information upon request, and answering timekeeper and executive assistant questions regarding the completion of the new business intake memo and subsequent routing procedures.

• Coordinate with Firmwide Data Processing Department and the Business Intake Group, in correcting and changing existing client matter data.

• Assist with off hours and weekend coverage rotation.

Requirements

Education: Undergraduate degree preferred.  Related experience may be substituted.

Experience: Internal candidates must have a minimum of 1 year of Reed Smith experience.  External candidates must have 3 years of law office experience.

Skills: Excellent communication skills.  Strong attention to detail and the ability to understand and follow specific detailed instructions.  Strong knowledge of PC and Windows applications including Microsoft Word, Excel and Outlook.  Must be able to organize and prioritize workload and use own judgment in decision making on how to adequately and efficiently meet all deadlines. Must display a professional manner with attorneys, paralegals and staff.  Must be able to make productive use of working hours and exhibit strong time management skills.  Experience in MS Excel a plus.

Other

Supervisory Responsibilities: None

Equipment To Be Used:  Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Typical Physical Demands: Physical demands commensurate with job duties.

Typical Mental Demands: Able to work effectively in a fast paced environment.  Make judgment decisions and adapt to changing work situations.  Grasp and apply new ideas.  Communicate with various personalities at all levels.

Working Conditions: Works remotely.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

 Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only.  No search firms.