Practice Support Coordinator

Bates Group is seeking a full time Practice Support Coordinator. This position reports to the Practice Support Manager.

Position Summary

The Practice Support Coordinator manages the on-boarding steps for all new Experts and Contractors including firm generated reports and documents. Responsibilities include working with Marketing and Operations regarding on-boarding and exits and communicating regularly with management on Expert and Consultant related matters and those responsible for recruiting Experts and Consultants to Bates Group. This position will assist in the implementation and any subsequent updates of the Expert Group training plan. This position works closely with the Practice Support Manager on executing the Expert Group strategy. In addition, this position oversees and supports the case set up process, the Customer Relationship Management (CRM) database and assists management with case management essential processes.

Key Accountabilities

Accountable for managing the on-boarding process for new Experts and Independent Contractors:

  • Track updates to the onboarding spreadsheet and communicate onboarding status to management and business development teams
  • Completion of the annual background check process for affiliates
  • Assistance on Expert related billings and expense process
  • Coordination of Expert anniversary cards
  • Assists with and maintains accurate testimony schedules including making any changes and updates.
  • Assists with and provides experts with engagement related documents
  • Maintains the Expert Web Portal, and pertinent statistical reporting
  • Assists with coordination and scheduling of expert related conference calls

Accountable for partnering with the Practice Support Manager on implementation of Expert training and execution of the Practice Support Group’s annual strategic plan

Accountable for CRM tool including entry and update of Expert related accounts and contacts into Salesforce

Accountable for entry of client contact information and business development notes into Salesforce

Accountable for case setup and ongoing management:

  • Set up incoming new matters into the project management databases
  • Set up and manage Sharefile folders for current cases, and provide access.
  • Construct and edit engagement letters
  • Manage the conflict check process on all new incoming matters and for any other projects as needed
  • Manage updates to all pertinent parties.

Accountable for assisting with incoming calls to main office phone, direct calls to required parties, take and deliver messages as needed, and follow up directly with pertinent parties

Accountable for Weekly and bi-weekly reporting as required

Accountable for any additional tasks requested by management

 

Skills and Competencies

 

  • BA/BS degree desired
  • 4-6 years in administrative position such as paralegal/judicial Human Resources or accounting work
  • Experience with onboarding and orientation
  • Experience in scheduling and reporting responsibilities
  • Able to work with tight deadlines
  • Excellent written and verbal communication skills with all levels of the organization and outside parties
  • Dependable with high integrity
  • Strong analytical skills; organized and detail-oriented
  • Strong customer service approach when working with internal staff including executives and external clients
  • Experience utilizing Microsoft Outlook, Excel, and Word programs
  • Experience using CRM system (Salesforce)
  • Ability to create, implement, and streamline systems and processes
  • Ability to maintain and manage complex (and sometimes competing) schedules and client requirements
  • Ensure database/ records are accurate and complete during (and at the end) of matters
  • Ability to record and respond positively to client feedback and notify the relevant case manager
  • Ability to work independently and as part of a team and manage multiple projects
  • Able to keep databases up to date, including personnel files, expert schedules, and CRM
  • Provide training, coaching, and guidance to experts and team members when required
  • Awareness of best practices and industry standards
  • Keep the affairs of clients and former clients confidential
  • Handle payments and invoices in a timely manner
  • Maintain files by keeping them up to date, tidy, and in appropriate order
  • Acts in line with Bates’ core values: principled, accountable, connected to the client, independent, exhibits strong work ethic, provides quality services and products, values Bates’ employees, has fun, and values leadership

To apply please email your resume to:  jobs@batesgroup.com

Please send your resume to jobs@batesgroupllc.com if you are interested in joining our rising force of analysts, experts and consultants.

jobs@batesgroupllc.com
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