Practice Support Coordinator - German Desk - Warsaw Hub

The Practice Support Coordinator is responsible for providing professional administrative support to the lawyers of the Firm in relation to both billable and non-billable work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies. The role will be part of the Hub in Warsaw and will include working as part of a team to ensure a high-quality service to all stakeholders. The specific purpose of this role is to assist the allocated fee earners in our Germany offices.

Who you will work with

You will predominantly be working with the members of the practice group (allocated fee earners), as well as secretarial colleagues from Germany and the teams in India.

What you will be responsible for

• Providing professional core business support to the Firm's fee earners.
• Creating positive working relationships with fee earners and their colleagues to provide excellent business support.
• Taking personal responsibility for resolving service issues quickly and taking full ownership of these issues.
• Ensuring that all activities are carried out in compliance with the firm's policies and regulatory requirements.

What you will do

• Acting as key point of contact for incoming queries via phone, email and other channels.
• Managing diaries: organising meetings across different time zones, coordinating meeting requirements, managing diary conflicts, and preparing necessary documentation.
• Setting up appropriate file management systems: filing emails and documents, archiving, and arranging couriers.
• Arranging domestic and international travel: visas, vaccinations, currency, flights, hotels, maps, client information, itineraries.
• Preparing and drafting letters, email correspondence, pitch and presentation documentation.
• Managing document management processes: amending, collating PDFs, proofreading, liaising with specialist CC teams.
• Encouraging and following up on completion of mandatory training requirements and adherence to risk and compliance policies.
• Participating in the delivery of ad hoc projects and tasks as required.

Client Focus and Support

• Progressing and assisting with client relationship initiatives: arranging and attending meetings, calls or other associated actions.
• Creating or amending PowerPoint Presentations, Excel documents or fee quote documentation.
• Building relationships with internal and external clients and key stakeholders.
• Collating and capturing the correct client and matter-related information in the core systems.
• Organising events in collaboration with Events team.
• Carrying out research tasks to support lawyers and Business Professional team.
• Assisting client and market development teams with client relationship activities.

Financial and Matter Management

• Providing financial management support from inception through to billing.
• Working with Accounts Payable to raise timely and accurate invoices.
• Attending work in progress (WIP) and debtor meetings as required.
• Supporting lawyer allocation with Time Sheet entries.
• Providing support and guidance on Expert Time.
• Assisting with good housekeeping of documentation including post-closing administration.

Qualifications

• Fluent in German and English; additional language skills are an asset.
• 3+ years' experience, preferably in a multinational organisation.
• Ability to work in a virtual environment and provision of remote support.
• In-depth understanding of entire MS Office suite.
• Strong organisational, project management and problem-solving skills.
• Ability to adapt to changing priorities and work well under pressure.
• Strong attention to detail.
• Approachable, helpful and flexible.
• Willingness/ability for very occasional travel to Frankfurt/Germany.

Company Description

We are a global law firm dedicated to creating advantage for our clients. Our Warsaw Hub exemplifies this commitment. We offer a competitive edge and empower the right people to be at the forefront of technological innovation. Joining our team means you will be part of a high-performing culture, globally recognised for the work we do and the advantage we create for world-leading clients.

Equal opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society. We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.