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Legal Operations Coordinator

Fenwick & West, LLP
Mountain View, CA
United States

Fenwick & West is a top-tier law firm with an open and inclusive culture. With more than 400 lawyers and 400 employees in Silicon Valley, San Francisco, Santa Monica, Seattle and New York, we work with companies on the cutting edge of technology, life sciences and cleantech. For more than four decades, our firm has helped some of the world's most recognized companies become and remain market leaders. We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year.

A service offering of Fenwick & West, FLEX by Fenwick provides high quality, customized, and cost-effective attorneys to technology and life sciences companies in need of interim in-house counsel. Much like our market leading, entrepreneurial client base, Fenwick constantly seeks ways to innovate and remain best in class both for our legal work and for our client service. With this in mind, the firm launched FLEX.

We are seeking a Legal Operations Coordinator to closely collaborate with the internal FLEX management team. This position can be based in any of our U.S. offices.

Responsibilities Include:
- Upload FLEX engagement documents, conflicts forms, and attorney resumes to Bullhorn platform.
- Run conflicts for new companies and for attorneys working with companies and upload results to Bullhorn platform.
- Send conflicts notifications e-mails for new and ending engagements.
- Draft engagement documents and send to attorneys and clients as requested.
- Add new time entries and monitor and manage time sheets and time sheet corrections.
- Manage change requests.
- Help coordinate attorney orientation.
- Process FLEX attorney monthly expense requests in Chrome River.
- Assist with running background checks.
- Assist with interview preparation and confirmation emails.
- Draft bios for FLEX attorneys.
- Create, process and track FLEX invoices.
- Track FLEX client payments and manage collection process.
- Process and track expense reimbursements for FLEX attorneys.
- Process FLEX payroll in coordination with Human Resources.
- Run reports to include attorney “true-ups” on a weekly basis.

Desired Skills and Qualifications:
- Exceptional organizational skills.
- Effective self-management and ability make sound, independent decisions.
- Ability to handle multiple projects and tasks simultaneously and high level of accountability; consistently meeting agreed-upon commitments.
- Positive, helpful and team-oriented mindset.
- High proficiency with Outlook and other email programs, as well as Microsoft Word.
- Ability to create and manipulate basic spreadsheets (Excel) and create basic presentations (PowerPoint).
- High degree of attention to detail and accuracy in data entry and proofreading.
- Excellent written and oral communication skills.
- Ability to learn new systems and procedures quickly.
- Remain productive, efficient, conscientious, and collaborative under pressure with tight deadlines.
- High degree of tact, diplomacy, and a clear, courteous and professional manner in all settings, including written communications, phone calls, and in-person interactions.

Reporting to the General Manager of FLEX, the qualified candidate will have 1+ years of experience at law firm or professional services environment in recruiting, professional development, or human resources. Experience with an applicant tracking system (ATS) and/or customer relationship management (CRM) platform. Familiarity with legal and technology industries a plus. Bachelor’s degree required.

To be fully considered for this position, please apply directly online:

COVID Vaccine Policy
On July 7, 2021, Fenwick implemented a policy requiring all new hires to receive the COVID vaccine. Proof of vaccination will be required as a condition of employment. Fenwick will continue to comply with applicable laws regarding the reasonable accommodation of individuals with disabilities and/or strongly held religious beliefs. This policy is part of Fenwick’s ongoing efforts to ensure the safety and-well-being of our employees and community, and to support public health efforts.