Position: Litigation Client Coordinator

Firm: Rupp Pfalzgraf LLC

Location: Buffalo, NY

Position Type: Full-time, In Person

Position Overview: Rupp Pfalzgraf LLC is seeking a highly organized and detail-oriented Litigation Client Coordinator to support our Litigation Practice Group in Buffalo. This role is essential to ensuring a seamless client experience by managing communications, coordinating client intake and follow-up, and supporting attorneys with administrative and case-related tasks. The ideal candidate thrives in a fast-paced environment, demonstrates initiative, and has excellent client service skills.

Key Responsibilities:

• Serve as the primary point of contact for litigation clients, ensuring timely and professional communication.
• Manage client intake process, including scheduling consultations and collecting necessary information/documentation.
• Draft, prepare, and manage retainer agreements and engagement letters.
• Monitor and follow up on evergreen retainer fulfillments, ensuring ongoing compliance with client agreements and timely replenishment of retainers.
• Maintain organized client files, ensuring accuracy and confidentiality in all documentation.
• Track case-related deadlines and proactively follow up with clients and attorneys as needed.
• Assist attorneys with scheduling, case updates, and client communication.
• Coordinate with billing to ensure retainer agreements, evergreen retainer payments, and invoices are accurate and timely.
• Support litigation team with administrative tasks such as document preparation, e-filing, and correspondence.
• Provide a high level of customer service, building and maintaining strong client relationships.

Qualifications:

• Prior experience in a legal, professional services, or client-facing administrative role preferred.
• Strong organizational skills are absolutely required with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort with legal practice management software.
• Detail-oriented with strong follow-up and problem-solving abilities.
• Ability to maintain confidentiality and handle sensitive client information with discretion.

Desired Attributes:

• Professional, client-focused demeanor with a proactive approach to problem solving.
• Team player with the ability to collaborate with attorneys, staff, and clients.
• Self-starter who takes ownership of tasks and sees them through to completion.

Wage Range:

$22.00 – $26.00 per hour, equivalent to $42,900 – $50,700 per year.

Benefits:

• Competitive salary commensurate with experience.
• Comprehensive benefits package (medical, dental, vision, 401k, PTO).
• Professional development opportunities.
• Collaborative and supportive workplace culture.

To apply, please submit your resume to careers@rupppfalzgraf.com. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.