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LEAD COMMERCIAL PRACTICE COORDINATOR

Position Summary:

The Lead Commercial Practice Coordinator provides high-level project management and substantive paralegal support to a busy business attorney with a diverse practice encompassing M&A, general corp., commercial litigation and trusted advisory services. The position will extend to a the broader commercial practice team. The position manages multiple concurrent commercial projects and litigation from opening through closing, anticipates next steps, coordinates participants and deliverables, and keeps matters moving under tight and changing deadlines. Success requires sound judgment, initiative, exceptional organization, and the ability to think on one's feet while maintaining accuracy and client service. This is a billable position with a mix of non-billable and billable projects with a total hour commitment of 1,440 hours per year. The Lead Commercial Practice Coordinator is expected to record time promptly and accurately and to perform work efficiently in accordance with client requirements and Firm policies.

WORKING RELATIONSHIPS:

REPORTS TO: PIT Office Managing Member and the Business Department Operations Director.

SUPERVISES: No direct reports; may coordinate work assigned to other lawyers, paralegals and support personnel.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Serve as the project manager for multiple concurrent commercial projects, including mergers and acquisitions, financings, reorganizations, miscellaneous corporate matters; commercial litigation, and general trusted advisory services, develop and maintain project checklists, calendars, responsibility assignments, and status reports.

2. Anticipate project needs and next steps; monitor milestones and dependencies, follow up on outstanding items, identify potential delays or gaps, and promptly escalate legal, timing, or resource issues to the responsible attorney.

3. Coordinate due diligence and document review for transactions, litigation, and advisory matters, including preparing and tracking request lists, organizing and maintaining virtual data rooms and documents, reviewing materials for completeness, preparing summaries, and managing follow-up requests under attorney supervision.

4. Draft, revise, proofread, and organize transaction, entity, litigation support, and client-service documents under attorney supervision, including pleadings, resolutions, consents, certificates, schedules, signature pages, closing documents, correspondence, exhibits, chronologies, reports, and other ancillary materials.

5. Coordinate entity formation, qualification, governance, restructuring, and dissolution matters; prepare and submit filings and maintain organizational records, minute books, capitalization information, and entity charts; track ongoing governance and compliance requirements as assigned.

6. Order, review, and track court, docket, and other public-record searches, including lien and UCC searches, good-standing certificates, certified documents, registered-agent services, and Secretary of State or other governmental filings; compile results and promptly identify discrepancies or follow-up needs.

7. Manage document execution, filing, closing, and post-closing processes, including preparing execution versions and signature packets, tracking signatures and conditions, coordinating deliveries and filings, confirming receipt of required items, and compiling final closing sets, binders, or other completion materials.

8. Communicate professionally and proactively with clients, attorneys, counterparties, vendors, and internal teams; organize matter, transaction, litigation, and project team calls and meetings; document action items; and maintain clear status communications.

9. Maintain organized, accurate, and current electronic matter files and project tracking tools in accordance with Firm practices, client requirements, confidentiality obligations, and records-management procedures; track deadlines, deliverables, key communications, and final work product.

10. Support the responsible attorneys in monitoring billing and collection efforts for assigned matters, including reviewing work-in-process and accounts-receivable reports, coordinating timely invoice review and submission, identifying billing or collection issues requiring follow-up, and communicating with appropriate Firm personnel regarding next steps.

11. Exercise independent judgment within the scope of the role, prioritize competing assignments, adapt quickly when transaction demands change, and deliver accurate work product under time pressure.

12. Record billable and non-billable time contemporaneously and accurately; manage workload to support the annual combined 1,440 billable and investment-hour goal while maintaining efficiency, quality, responsiveness, and compliance with billing guidelines.

13. Contribute to consistent processes by recommending improvements to checklists and workflows, sharing knowledge, and providing guidance or task coordination to less-experienced paralegals and support staff when requested.

14. Perform other duties and support other matters as assigned.

*Denotes essential functions

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Strong project management skills, including the ability to plan work, establish priorities, manage dependencies, track deliverables, and meet multiple overlapping deadlines.
• Demonstrated knowledge of commercial practice support, including transactions, due diligence, entity governance, commercial litigation, closings, and related documentation and filing processes.
• Ability to manage a high volume of detail while understanding the broader practice objectives, anticipating needs across varied types of work, and recognizing when an issue requires attorney attention.
• Excellent organizational, analytical, proofreading, and quality-control skills, with consistent attention to accuracy and completeness.
• Sound judgment, initiative, adaptability, and practical problem-solving skills; ability to think on one's feet and remain composed when priorities shift.
• Clear and professional written and verbal communication skills, including the ability to communicate status, deadlines, and follow-up needs, and action items effectively to clients, attorneys, Firm personnel, and varied other audiences.
• Ability to work independently with limited supervision while collaborating effectively as part of a fast-paced, service-oriented team.
• Proficiency with Microsoft 365, document- and matter-management systems, time-entry and billing systems, PDF tools, virtual data rooms, electronic signature platforms, and online corporate and public-record databases.
• Ability to protect confidential and privileged information and exercise discretion in client and Firm matters.

Education: Bachelor's degree, associate's degree, paralegal certificate, or an equivalent combination of education and relevant experience required.

WORK EXPERIENCE: Prior law firm experience required, including demonstrated experience providing paralegal support in a deadline-driven environment. Experience independently coordinating complex assignments and multiple matters is required. Exceptional interpersonal communication skills required.

PREFERRED: Five or more years of paralegal experience supporting a business or corporate transactions practice. Experience supporting a high-volume business attorney and managing multiple sophisticated transactions through closing. Experience with mergers and acquisitions, financing transactions, corporate governance, entity management, UCC matters, and virtual data rooms.

WORKING CONDITIONS:

PHYSICAL EFFORT: Primarily sedentary work requiring extended periods of sitting and computer use, with occasional standing, walking, bending, reaching, and lifting or carrying files and office materials up to 20 pounds.

WORK ENVIRONMENT: Professional office environment with extensive computer and telephone use. Regular interaction with attorneys, clients, and other transaction participants is required. Occasional overtime, schedule flexibility, and limited travel may be required to meet transaction deadlines and client needs.

JOB STATUS: Full-time, 37.5 hours per week. Non-exempt.

Expected hours: 37.5 per week

Benefits:

• 401(k)
• AD&D insurance
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Tuition reimbursement
• Vision insurance

Experience:

• business paralegal: 3 years (Required)

Work Location: In person