Legal Admin Assistant (ZR_17536_JOB)

This is a remote position.

• Working hours: 40 hours / week
  
• Schedule: Monday–Friday, 8:30am–5:00pm Metairie, LA, with a 30 min unpaid break
  

• Download and combine court e-filings into a single PDF, then save the document to the appropriate iManage workspace (file) using the client's office Master File Lists.
  
• Accurately enter billable time entries into Omega time and billing software, including date, hours, timekeeper name, narrative description, and task codes (if required).
  
• Billing entries must adhere to client-specific billing requirements and standards, including task codes specified by the clients, therefore the virtual assistant must become familiar with the clients’ billing guidelines. The virtual assistant will be required to enter the correct task codes for all clients that require them.
  
• Scanned PDFs of USPS mail will be sent to the virtual assistant via email. The virtual assistant will be required to properly name PDFs using naming protocols of the client's office and save the PDFs to the appropriate iManage workspace (file) using the Master File List for each attorney and then distribute them via email to relevant staff members.
  
• Prepare and process check requests following Blue Williams procedures.
  
• Email statements to clients using the protocols established by the client's staff, save those emails with invoice attachments to the correct iManage workspace (file), and forward any questions either the virtual assistant or the clients receiving the invoices may provide to the secretary for the client's office responsible attorney.
  

• Prepare matter intake forms using the Blue Williams protocols, then send them to the office responsible attorney for signature and emailing to GAG for opening approval with a cc to the Billing Department.
  
• Perform conflict searches and email the conflict search reports to the office responsible attorney.
  
• Update the Master File List and iManage workspace file tree with the new file number when each file is opened.
  
• Email labels for file preparation to the office responsible attorney and secretary.
  
• A Master File List will be prepared for each attorney to ensure the virtual assistant has correct file numbers for each entry. The virtual assistant will share responsibility with office staff to routinely update the Master File Lists to add new files and remove closed files.
  
• Assist with email management when a team member is out of office by saving relevant emails to iManage for record-keeping and organization.
  

• Proven experience as a Virtual Assistant or in a similar administrative role.
  
• Familiarity with iManage and time billing software preferred.
  
• Strong organizational and multitasking abilities.
  
• Excellent written and verbal communication skills.
  
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  
• Ability to work independently and manage tasks efficiently.
  
• Experience in a legal or professional services environment is a plus.