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Project Coordinator Assistant

Minneapolis, MN

The Project Coordinator Assistant is responsible for supporting the Client Project Coordinator with workflow, performance, and development of team projects and day to day responsibilities. This role will help support our Practice Group team with project and data organization, business reporting compliance and compliance checklists, client interface and communications, and regular interaction with team members and clients. This role will work to enhance processes, manage day-to-day operations, and maintain strong service relationships. It will also involve providing quality customer service, managing communications, and handling administrative assignments.

ESSENTIAL JOB FUNCTIONS (Including, but not limited to):

• Drafting and Revising Documents: Prepare, edit, and proofread legal and non-legal documents, ensuring accuracy, compliance with relevant laws, and alignment with the firm's standards. Revise documents as necessary based on team feedback or client needs.
• Creating and Maintaining Checklists: Develop and regularly update checklists for various legal processes, ensuring that all necessary steps are accounted for and deadlines are met.
• Liaison Between Team and Client: Serve as point of contact between the team and client, ensuring smooth and effective communication. Facilitate the transmittal of information between both parties, ensuring all necessary documentation is conveyed promptly and accurately.
• Advising and Communicating with Team: Regularly update and advise the Client Project Coordinator on the status of client matters, ensuring everyone is aligned on priorities, deadlines, and deliverables.
• Calendar Management: Maintain and manage a detailed calendar of key dates for client and team matters, including deadlines, court dates, meetings, and other important events, ensuring that all deadlines are met.
• File Management and Documentation: Keep electronic files organized and up to date with the latest documents, correspondence, and other relevant materials. Maintain both physical and digital filing systems for easy retrieval and reference.
• Monitor Email Inbox: May be asked to monitor inbox to ensure timely follow-up on client communications and inquiries. Prioritize emails and correspondences that require immediate attention and file client matters electronically.
• Opening Client Files: May be tasked with opening new client files, ensuring all required documentation is in place and correctly filed for easy reference and future updates.
• Project Support: Assist in support with multiple projects simultaneously, including working with various stakeholders, gathering necessary data, and collaborating with internal team to ensure project timelines and deliverables are met.
• Data Entry and Organization: Enter, extract, and reconcile data from various client documents and databases. Maintain accurate records of all data entries and ensure discrepancies are resolved in a timely manner.
• Document Management: Receive, organize, and distribute a variety of documents, including legal documents, between clients, internal teams, governmental agencies, and external service providers. Ensure documents are distributed accurately and promptly.
• Document Collection and Coordination: Assist in obtaining necessary documentation and information from clients, ensuring that all materials required for client matters are collected efficiently.
• Data Analysis and Reporting: Extract relevant data from various sources to create summary reports, toolkits, or other documentation necessary for legal matters. Assist with the preparation of data management and program reports as needed.
• Word Processing and Presentation Preparation: Perform word processing tasks related to the creation, formatting, and presentation of legal documents and other client materials, ensuring high standards of quality and accuracy.
• Client Invoice Processing: Potentially called upon to process client invoices, ensuring all charges are accurately reflected and aligned with billing guidelines. Assist with team with reimbursements and ensure timely processing of all financial transactions.
• Document Comparison: Assist with the comparison of documents, identifying differences and discrepancies, and ensuring all necessary revisions are made.
• Additional Projects and Assignments: Take on additional tasks or special projects as assigned by a Client Project Coordinator, ensuring all tasks are completed within established timelines and in accordance with organizational standards.

COMPETENCIES (KNOWLEDGE, SKILLS AND ABILITIES) REQUIRED:

• Communication Skills: Strong written and verbal communication skills, with the ability to create reports, summaries, and presentations. Proficiency in interacting with all levels of staff and external contacts.
• Organizational & Time Management Skills: Excellent ability to handle multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Technology Proficiency: Skilled in Microsoft Office Suite, including Word, Excel, PowerPoint. Capable of creating presentations, spreadsheets, and handling confidential data.
• Problem Solving & Critical Thinking: Ability to analyze workflows, manage complex projects, and provide solutions for day-to-day challenges.
• Confidentiality & Professionalism: High regard for confidentiality, professionalism, and the ability to manage sensitive matters with discretion.
• Customer Service & Client Management: Strong focus on delivering responsive, high-quality customer service and managing relationships effectively.
• Dependable, accountable, and consistently demonstrating a strong work ethic with a professional demeanor in all interactions.
• Strong interpersonal relationships and ability to interact with all levels of the organization.
• Ability to work well under pressure with deadlines – possess a sense of urgency.
• Ability to work in a fast-paced environment with a variety of personalities and work styles.
• Ability to be flexible in schedule and adaptable to constant change.
• Ability to effectively handle multiple tasks and frequent interruptions.

QUALIFICATIONS, REQUIRED:

• Minimum 2 years of relevant administrative experience.
• Ability to work well under pressure and manage heavy workloads.
• Excellent computer and communication skills.
• Experience with the following software: MS Office.
• Excellent grammar, proofreading skills, and a keen eye for detail, ensuring high levels of accuracy in all written communications and document preparation.
• Ability to organize, prioritize, and manage multiple tasks effectively, ensuring completion of assignments despite frequent interruptions and changes in schedule.

QUALIFICATIONS, PREFERRED:

• Bachelor’s degree preferred (or equivalent experience).
• Experience with the following software: MS Office.
• Experience in a legal office.
• Ability to keyboard 75 words per minute with accuracy.
• Experience with the following software: iManage, and InTapp.

WORKING CONDITIONS:

• Requires use of office equipment, such as computers, phones, and copiers.
• Requires sitting and computer-related activities for extended periods of time.
• Requires occasional lifting up to and exceeding 20 pounds.
• Job duties may require time over 37.50 hours per week.

SALARY & BENEFITS

Winthrop is committed to fair and equitable compensation practices. The salary range for this role and the specific offer will be determined based on a candidate’s relevant knowledge, and alignment with the responsibilities of the position, as follows:

• Candidates who are newer to this type of role or building foundational expertise can expect an offer in the $48,000–$66,000 range.
• Candidates with growing proficiency and a solid track record in similar roles may be considered in the $56,000–$75,000 range.
• Those with advanced, specialized knowledge or a history of leading complex work in this area may fall within the $67,500–$80,000 range.
• Candidates with extensive, strategic-level experience or who bring deep subject matter expertise may be paid up to $91,000.

Posted salary ranges are made in good faith. Winthrop & Weinstine reserves the right to adjust ranges depending on the experience/qualifications of the selected candidate as well as internal and external equity.

Winthrop & Weinstine offers a comprehensive benefits package for all regular full time employees including health insurance, paid parental leave, 401(k), disability, life insurance, paid time off, and voluntary benefits.

Equal Opportunity Employer

Winthrop & Weinstine is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, religion, sex, national origin, physical or mental disability, age, veteran status, pregnancy, sexual orientation, genetic information, gender identity, or any other basis protected by state or federal law or local ordinance.