Legal Practice Coordinator (AU Remote)

_Application Disclaimer: This role is Open to Philippine Residents Only._

**Service Summary**

The Legal Practice Coordinator is a pivotal operational position focused on driving firm efficiency, data integrity, and workflow optimization for a fast-paced legal practice. The primary objectives include owning the end-to-end administration of the Smokeball practice management ecosystem, mitigating risk through rigorous court and calendar diarization, and ensuring absolute consistency across client files and trust account tracking. Successful delivery requires a meticulously organized, process-driven professional capable of auditing data for flaws, managing complex triage workflows for principal inboxes, and proactively engineering proactive "bring-up" systems to seamlessly protect the lawyer's time and focus.

**Service Deliverables**

#### **1\. Practice Management & File Integrity (Smokeball)**

* Maintain absolute data integrity across all digital files and folders using strict naming conventions.
* Regularly audit, tidy, and organize matters to ensure all file details are accurate and up to date.
* Proactively manage cost disclosures and track the varying stages of active matters.
* Oversee the seamless collation, organization, and management of client disclosure documents.
* Create and maintain detailed, accurate chronological logs for active legal matters.

#### **2\. Master Tracking & Data Maintenance**

* Own and manage the firm’s master spreadsheets with precise attention to detail.
* Seamlessly onboard new clients and efficiently clean up data for closed matters.
* Regularly update and maintain critical tracking metrics, including "next stage and fee" schedules.
* Log "Next Important Dates" and accurately transpose them to the master _Quick View Court and Mediation_ schedule.

#### **3\. Calendar Management, Bring-Ups & Court Monitoring**

* Actively monitor the **Comcourts portal** for new filings, orders, updates, and changes.
* Diarize all court dates, mediation dates, and critical deadlines into the lawyer's calendar.
* Implement a rigorous "Bring-Up" system to follow up with clients for outstanding non-legal actions, information, disclosure, or required funds.
* Provide proactive gatekeeping for the lawyer by emailing structured reminders **2 weeks, 1 week, and 2 days out** from all major critical dates.

#### **4\. Inbox Architecture (Email Management)**

* Manage and triage incoming traffic for key firm email inboxes (including Founder's and the main Lawyer inbox).
* Apply strict Do / Delegate / Diarise / Delete methodology daily to keep the founder focused only on high-value tasks.

#### **5\. Financial Operations Support (Trust Accounting)**

* Actively monitor, track, and reconcile funds sitting in the firm's Trust Accounts.
* Ensure trust fund balances are regularly and flawlessly updated on master tracking sheets to assist lawyers with billing readiness.

**Qualifications**

* At least 3 years of Proven experience working within a law firm environment or a similar role.
* Experience using Smokeball (or similar legal tech like Leap/Actionstep) and navigating the ComCourts portal is highly desirable.
* Must possess a naturally close attention to detail. 
* Must be driven by consistency, structure, and order.
* Must have a Proactive Mindset. Does not wait for instructions but anticipates bottlenecks, issues reminders before they are asked for, and protects the lawyer's time.
* Must have Advanced proficiency in MS Office/Google Workspace and email client management.
* Must have exceptional written and verbal communication skills