Position: Litigation Client Coordinator

Firm: Rupp Pfalzgraf LLC

Location: Buffalo, NY

About Us: Rupp Pfalzgraf LLC is a full-service law firm headquartered in downtown Buffalo, with offices across New York State. We are a team of problem solvers who take a practical, solutions-focused approach to our work and value the contributions of every team member. Our firm offers opportunities to develop, take on new challenges, and grow within a collaborative environment.

Role Summary: We are seeking a highly organized and client-focused Litigation Client Coordinator to support our Litigation Practice Group in Buffalo. This role is responsible for serving as a primary point of contact for litigation clients, coordinating case-related communications and deadlines, managing high-volume matters, and supporting attorneys with administrative and legal support tasks. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, works well independently and collaboratively, and is committed to providing exceptional client service.

Key Responsibilities:

• Serve as the primary point of contact for litigation clients, ensuring professional and responsive communication.
• Monitor and follow up on evergreen retainer replenishments, ensuring compliance with client agreements and proactive funding updates.
• Maintain organized client and case files, ensuring accuracy, completeness, and confidentiality of all documentation.
• Prioritize and manage a high-volume caseload in a fast-paced litigation environment, ensuring deadlines and client needs are consistently met.
• Ability to work independently while also collaborating effectively within a team environment.
• Track case-related deadlines and coordinate with clients and attorneys as needed.
• Assist attorneys with scheduling, case updates, and client communications.
• Coordinate with the billing department to ensure invoices are accurate and issued promptly.
• Support the litigation team with administrative and legal support tasks, including document preparation, e-filing, motions to withdraw, discovery demands, answers, correspondence, and other litigation-related documents.
• Provide a high level of client service while building and maintaining strong client relationships.

Qualifications:

• High school diploma or GED required.
• Prior experience in a legal, professional services, or client-facing administrative role preferred.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, and Outlook) and comfort working with legal practice management software.
• Detail-oriented with strong follow-up, problem-solving, and time management skills.
• Ability to maintain confidentiality and handle sensitive client information with professionalism and discretion.
• Ability to work independently while collaborating effectively in a team environment.

Work Environment & Physical Requirements:

• This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation.
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation.
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.

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

Benefits: Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, group term life insurance, and an opportunity for a year-end bonus based on performance.

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, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.