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Operations Coordinator 

Direct Hire
Job # 1006pci 

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Palo Alto, CA.

A global law firm is looking to hire an Operations Coordinator. This person is responsible for the daily coordination of Digital Services, General Services and Facility related activities. The Operations Coordinator ensures quality service and safe and efficient operations within the Palo Alto office. In collaboration with the Office Manager, the Operations Coordinator is responsible for responding to digital service requests, workstation and office space needs and on-site building issues.

Job Duties:

  • Ensures proper functioning of the above support services departments in accordance with firm goals, policies, goals and commitments.
  • Receives reviews, prioritizes and responds to digital services requests, which may include coordinating shipping and courier service.  Accepts and receives all deliveries and packages.  Executes prompt delivery to recipient.
  • Works directly with building engineers and IT on any maintenance issues and scheduled preventative maintenance. Schedules services with HVAC, carpet cleaning, painting, security and all other facilities-related vendors based on service agreements.
  • Maintains and updates office documents such as office floor map, phone list and office guide.
  • Organizes, prepares and process invoices promptly for approval and payment such as Federal Express, coffee services, courier services and postage. Expert on firm software such as Chrome River and One Source Procurement.
  • Coordinates office moves related to new hires, departures and visitor spaces.  Assists in moving boxes, office equipment and furniture.  Ensures areas are clean and ready in advance of arrivals and that all designated checklist steps are complete.
  • Conducts routine premise inspections with Office Manager and coordinates any general maintenance and repairs.
  • Works with guest services, reception and IT departments by assisting with conference room set up and take down, back up coverage and accepting deliveries and shipping of IT equipment.
  • Assists with office safety and security and maintains inventory of emergency response supplies and access badges.
  • Participates in weekly and monthly facilities, purchasing, operations and team meetings.

Qualifications:

  • Bachelor’s Degree or equivalent work experience required.
  • At least 2 years of experience as a coordinator in digital services and facilities.  Prior law firm experience is desirable.
  • Strong customer service and communication skills and possesses ability to follow instructions.
  • Solid organization skills, interpersonal skills and attention to detail.
  • Ability to work both independently and collaboratively as part of a team.
  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm and well mannered.
  • Ability to use a computer for data entry and email.

This position will work Monday through Friday, 8:00am to 5:00pm. Please respond with resume and contact information. Thanks!

Pursuant to the Local Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $70,000-$75,000

Legal Recruiting Coordinator 

Direct Hire
Job # 1005pci 

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San Francisco,  CA.

A global law firm is looking to hire a Recruiting Coordinator to be part of their Legal Recruiting and Development Department. This is a great opportunity for someone who is looking for the next step in their career and willing to hit the ground running, be open to learning and contributing from day one. The Legal Recruiting Coordinator will provide strategic support to the campus recruiting efforts of the Bay Area office.

Job Duties:

  • Work with Director of Legal Recruiting, Development & Engagement, hiring partners and the recruiting committee to develop, implement and manage recruiting strategies and programs
  • Oversee Summer Associate Program
  • Lead events
  • Supervise mid and end-of-summer reviews
  • Coordinate with all offices and register for and manage on-campus interviews, job fairs and resume collections
  • Oversee the campus hiring process, including preparing, updating, and managing the correspondence of offer letters, reviewing offers for consistency and uniformity, and conducting due diligence
  • Handle offer dinners, pre-OCI receptions and other recruiting initiatives
  • Maintain communication with law school career services departments
  • Supervise non-diversity law school and law student outreach including panels, receptions, mentoring programs, sponsorships, etc.
  • Source candidates and review candidate materials
  • Ensure the regular maintenance of, and contribution to, attorney applicant databases for purposes of applicant tracking
  • Develop, prepare and analyze relevant reports, projections, and statistical data as needed
  • Collaborate with other offices and departments to identify efficiencies and best practices
  • Supervision of department junior staff as appropriate
  • Work closely with Legal Recruiting & Development team to assist with ad hoc projects as needed

Qualifications:

  • 3-5 years of experience, preferably in law firm or other professional services environment
  • Demonstrated knowledge and expertise regarding recruitment activities;
  • Strong leadership and teamwork skills;
  • Strong problem-solving skills;
  • Strong planning and organizational skills;
  • Ability to design short-term and long-term goals, with clear criteria to measure success and return on investment;
  • Ability to manage multiple priorities and deadlines;
  • Superior verbal and written communication skills;
  • A proactive approach and the ability to work "hands-on";
  • High degree of comfort interacting with attorneys at all levels;
  • Strong presentation skills combined with confidence and poise;
  • Proficiency in the use of office software, including Microsoft Office. Experience with ViDesktop preferred.

This position will work Monday through Friday, 9:00am to 5:30pm. Please respond with resume and contact information. Thanks!

Pursuant to the Local Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $70,000-$105,000

Development Administrative Assistant 

Temporary
Job # 1007pci 

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Oakland, CA.

A long established non profit child development center in West Oakland is looking for a long term temporary development administrative assistant. This need would be for at least 6 to 8 weeks and start sometime next week ideally. There is a possibility of a regular position but just for now the need is temporary.

Duties include: general administrative support for the development department, data entry in Salesforce and the generation of reports and thank you letters, maintaining and updating files, assisting with reports, email correspondence and other administrative and clerical duties as needed. Must have strong written and oral communication skills.

Qualified candidates should have at least one year of office development assistant experience and non profit experience would be a plus. Must be comfortable with MS Word and Excel. College degree preferred but equivalent work history considered. This is a unique opportunity to work in a very special work environment. We are a local staffing service assisting our client with this temporary need. Please respond with resume and contact information. Thank you!

The working hours are Mondays through Fridays, 8:30am to 5:30pm and the pay is $25.00 per hour while temping.

Pursuant to the Local Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time, temporary
Salary: $25/hour

Client Services Specialist 

Direct Hire
Job # 0921pci 

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Los Angeles, CA.

A large law firm in Los Angeles is looking to hire a Client Services Specialist on a Direct Hire basis. This person will provide high quality service to the lawyers, clients, staff and visitors who require conference center services. You will ensure the accurate and timely communication to and from lawyers, clients, staff and visitors and those departments involved in providing service to the conference center.

Job Duties:

  • Maintain the highest level of professionalism when interacting with lawyers, clients, staff, and visitors who require conference center and other services.
  • Answer, screen, direct, and place telephone calls and direct lawyers, clients, staff, and visitors to appropriate destinations.
  • Maintain a hospitality/concierge style level of service in the Conference Center in order to assist with lawyers, staff, clients, and visitor needs.
  • Schedule and reschedule meetings and conference rooms including coordinating catering, room set up, and equipment needs with other departments that provide service to the conference center.
  • Work closely with conference room requestors to achieve the required core pieces of data necessary for each reservation, and enter the information into EMS.
  • Complete knowledge of each conference room, including seating capacity, audio visual equipment and functionality to ensure appropriate room reservation for meeting requirements.
  • Track, change, and coordinate visitor offices.
  • Assist lawyers, clients, staff, and visitors with requests for special arrangements or services, including transportation, restaurant, travel, and lodging.
  • Respond to all requests in an accurate and timely manner.
  • Develop excellent working relationships with lawyers, staff, and clients.
  • Ensure guest registration is complete for each visitor.
  • Maintain workplace security by issuing, checking, and collecting visitor badges.
  • Scan, copy, print, mail, and complete other administrative tasks.
  • Coordinate catering for events occurring in the conference center, including placing orders, setting up and breaking down of service.
  • Schedule Conference Center and Visitor Office cleaning with office services department.
  • Ensure reception, conference rooms, kitchen pantry, and surrounding areas are clean and organized. Replenish meeting, food, and beverage inventories.
  • Proactively provide timely feedback to management on any issues that affect client services and the conference center.
  • Process invoices, expense reimbursement, time entry, and other administrative duties as assigned.
  • Performs other duties as assigned

Qualifications:

  • Strong client services background, with emphasis on organization, initiative, and attention to detail.
  • Ability to accomplish requirements of position in high volume work environment requiring excellent time management and multi-tasking skills.
  • Excellent verbal and written communication skills with emphasis on exceptional interpersonal communication skills, including the ability to listen to issues affecting the conference center and propose solutions.
  • Ability to perform moderate document management with a working knowledge of various software such as Word, Excel, and PowerPoint
  • Minimum three years front desk experience in a professional environment; law firm experience preferred.

This position will work Monday through Friday, 9am to 5:30pm. Please respond with resume and contact information. Thanks!

Pursuant to the Local Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $44,100-DOE

Docketing Clerk

Direct Hire
Job # 0825pci 

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Oakland or Los Angeles, CA.

A regional law firm is looking for a Docketing Clerk on a Direct Hire basis. This is a go-to law firm that clients rely on to handle their highest profile, most complicated and often most controversial transactions and litigated matters

The Docketing Clerk assists the Docketing Department to provide direct calendar support to Firm personnel including maintenance of Firm Litigation Master Calendar

Duties and Responsibilities:

  • Prioritize, review, analyze and respond to calendaring requests received from practice staff and attorneys;
  • Review, analyze and process docketing requests received through mail, courier, ECF or personal request; conduct research and consult applicable court rules and other information to provide accurate, comprehensive docketing reports and updates;
  • Generate daily calendar reports and distribute to secretaries and paralegals;
  • Work with secretaries, paralegals and attorneys to ensure any discrepancies in calendar dates are appropriately resolved and correct;
  • Prepare one-off docketing reports and support as requested;
  • Assist with periodic audits of the docketing database proactively identifying and responding to underlying issues identified;
  • Provide in-depth, detailed, and analytical research on calendar-related issues and questions;
  • Collaborate closely with Group employees to ensure calendars are formatted and prepared in accordance with Firm best practices;
  • Manage intake of daily delivered mail routing and scanning process for the Oakland and Los Angeles offices.
  • Work extended hours as needed;
  • Work cordially, cooperatively, and productively with all firm employees;
  • Attend work on-site on a regular, punctual and reliable schedule;
  • Manage multiple problems and projects at once;
  • Maintain composure and work efficiently and accurately during high-energy situations involving frequently changing circumstances; and
  • Other functions as assigned.

Qualifications:

  • High school diploma or equivalent required, Bachelor’s degree preferred;
  • Three (3) plus years of progressively responsible work experience as a Docketing Clerk  in either a law firm or in house legal department or professional services firm setting (law firm experience is preferred);
  • Demonstrated ability to maintain high ethical standards and strict confidentiality of all information that the employee may receive as a result of her or his role;
  • Demonstrated ability to maintain and update skills as required by the position;

This position will work Monday through Friday, 9am to 5:30pm. Please respond with resume and contact information. Thanks!

Pursuant to the Local Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: DOE

Research Librarian

Direct Hire
Job # 0718pci 

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San Francisco, Palo Alto or Los Angeles, CA.

A global law frim is looking to hire a Research Librarian in their San Francisco, Palo Alto or Los Angeles office. This firm is looking for someone who has demonstrated proficiency in legal and non-legal online resources.

Job Duties and Responsibilities:

  • Executes often complex legal and non-legal research using online and print resources.
  • Supports lawyers, law clerks, paralegals, and staff in all offices with current awareness monitoring and research queries and strategy.
  • Implements tracking of case dockets using a variety of resources (e.g., Westlaw, CourtLink, etc.) and coordinates document retrieval as necessary.
  • Participates in regular monitoring of targeted news and legislative and regulatory developments.
  • Handles interlibrary loan and document delivery requests as necessary.
  • Develops and updates the library’s Intranet resources for all Firm offices including development of guides to the library’s collection and subject bibliographies on topics of current interest.
  • Provides training assistance in using electronic resources to lawyers, law clerks, paralegals, and staff.
  • Assists with projects to increase the accessibility, utilization, and discovery of research resources.
  • Uses workflow software to track and process research requests.
  • Stays current on technological developments relating to online research and applications and best practices relevant to providing highly responsive research services.
  • Performs other special projects or duties as assigned

Job Qualification:

  • Minimum 3 years work experience as research librarian in an AMLAW 100 or 200 lawfirm.
  • Strong service orientation and a history of developing effective working relationships with others.
  • Ability to analyze and synthesize information from a variety of sources, and apply critical and creative thinking to develop solutions to complex problems.
  • Excellent communication, organizational, and interpersonal skills, and ability to work well under pressure

This position will work Monday through Friday, 9am to 5:30pm. Please respond with resume and contact information. Thanks!

Pursuant to the Local Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $68,400

Litigation Paralegal

Direct Hire
Job # 1010pci 

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Oakland or Los Angeles, CA.

A regional law firm is looking for a Litigation Paralegal on a Direct Hire basis. This is a go-to law firm that clients rely on to handle their highest profile, most complicated and often most controversial transactions and litigated matters.

A Litigation Paralegal is responsible for for providing the attorneys at the firm with the full range of paralegal support.

Job Duties:

  • Work closely with attorneys and team members to oversee case management from inception through trial/settlement and post-trial/post-settlement;
  • Draft, review, and revise legal documents;
  • Maintain case files and update discovery logs and indices;
  • Organize and maintain master documents, document lists, and document databases;
  • Support and manage document productions;
  • Assist with deposition and hearing preparation, including identifying and gathering exhibit documents and creating witness outlines;
  • Cite-check briefs;
  • Draft and arrange for service of subpoenas;
  • Obtain case-related documents informally from third parties;
  • Coordinate among vendors for litigation support services;
  • Monitor pending decisions and conduct legal research;
  • Assist with document review and coordinate with Litigation Support Group for back-end database management using Concordance;
  • Perform litigation support duties such as Bates stamping exhibits, preparing spreadsheets and CDs, hyperlinking PDFs, reviewing litigation dockets, and ensuring that dates are calendared correctly;
  • Complete in a timely manner both (1) daily, accurate, and detailed billable-time entries and (2) time cards;
  • Work extended hours as needed;
  • Travel as required for case support;
  • Maintain composure and work efficiently and accurately during high-energy situations involving frequently changing circumstances;
  • Demonstrate excellent customer support;
  • Manage multiple problems and projects at once;
  • Work cordially, cooperatively and productively with Firm employees; and
  • Other functions as assigned.

Qualifications:

  • Ability to work and bill as a paralegal under Cal. Bus. & Prof. Code section 6450;
  • A bachelor’s degree;
  • Minimum of three years of experience working as a litigation paralegal with a law firm or in-house legal department;
  • Strong written and verbal communication skills;
  • Proficiency with Microsoft Office Suite 2010;
  • Prior experience with Concordance (or other eDiscovery software), LiveNote, and Adobe Acrobat Pro XI;
  • Strong legal research database skills and experience with Westlaw and/or Lexis;
  • Understanding and knowledge of legal procedures, rules of counsel, and local rules;
  • Experience with eDiscovery

The ability to work the core business hours of 9:00 am - 5:30 pm with flexibility for overtime, as required.

Pursuant to the San Francisco Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $65,000-$105,000

Litigation Legal Secretary

Direct Hire
Job # 0719pci 

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San Francisco, CA.

A prominent international law firm is looking to hire a Litigation Legal Secretary for their downtown San Francisco location.

Essential Job Functions

Administrative Support: Processes conflict checks and New Client/New Matter forms (KENI); enters time (Carpe Diem); processes expense reports; receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; maintains attorney/paralegal calendars (Outlook Calendars). Conducts internet research as directed by attorneys. Provide administrative support to office Associate Director.

Interacts on a daily basis with Departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.

Document Preparation: Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials. In conjunction with the preparation of such documents, the Practice Assistant is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials. Transcribes dictation, minutes of meetings or taped records of conferences and meetings.

File Maintenance: Establishes and maintains paper and electronic files in compliance with current firm policies utilizing the Firm’s LegalKEY system and Document Management System.

Customer/Client Service Teamwork: Provides assistance to other Practice Assistants within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals. Fosters professional, cooperative and supportive relationships with peers, superiors and clients. Anticipates and identifies clients’/colleagues’ current and future needs. Shares information and offers ideas and solutions in a team environment.

Qualifications & Requirements

The ability to work the core business hours of 9:00 am - 5:30 pm with flexibility for overtime, as required. Advanced proficiency in MS Word and formatting documents with a minimum typing speed of 55+ words per minute required. Adobe, PowerPoint and Excel experience are a plus. Ideal candidates would have 4+ years of M&A or Debt Finance experience in the corporate area.

Bachelor’s degree preferred.

Pursuant to the San Francisco Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $65,000-$105,000

Billing Assistant

Direct Hire
Job # 0826pci 

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San Francisco, CA.

A large, international law firm is looking for an experienced Billing Assistant for their downtown San Francisco office. This position is temporarily being done remote but the plan is to move in-house in the next couple of months.

Duties include: administration of attorney billing, performing client billing and collection activities, monitoring and managing outstanding accounts receivable, meeting with managers, coordinators and partners to discuss monthly billing, outstanding invoices, etc., edit draft invoices based on specific mark ups, generate reports and other duties as assigned and as time allows.

Qualified candidate should have a Bachelor's Degree in accounting, finance or business, previous billing experience in a legal setting is preferred, strong technical abilities, a comfort level in MS Word and Excel, experience with Elite a plus and experience with electronic billing systems.

This position works Mondays through Fridays 9am to 5:30pm. Please respond with resume and contact information.

Pursuant to the San Francisco Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction record

Job Types: Full-time
Salary: $65,000-$80,000

Litigation Paralegal

Direct Hire
Job # 0717pci 

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San Francisco or Oakland, CA.

A global law firm is looking for a Litigation Paralegal. This person will be responsible for assisting with managing all aspects of large scale complex litigation reporting directly to the senior paralegal and more

ESSENTIAL FUNCTIONS

  • Manages document production processes
    • Assists with the collection of material from client, opposing parties, and third parties (hard copies, electronic data, physical evidence)
    • Maintains chain of custody
    • Manages logistics of production of documents - hard copy, images, native
  • Substantive Research
    •  Analyzes documents and materials
    • Researches rules of procedure for relevant court venues
  • Coordinates preparation and filing of briefs and legal documents
    • Researches local rules of procedure for relevant court venues, and obtain info re same
    • Drafts routine filings (e.g. attorney appearances, notices of filings, notices of motions)
    • Checks legal cites for proper format, content and standing (Westlaw, Lexis; Blue Book)
    • Researches and checks fact cites for proper format, content and accuracy (Blue Book)
    • Compiles appendices and exhibits
    • Manages service of process; files with court and serves on parties; coordinates with local counsel
  • Manages trial and hearing preparation and support
    • Compiles and tracks trial exhibits
    • Prepares pretrial documents
    • Manages trial transcripts

Job Qualifications:

The ideal candidate will possess 3-5 years of experience focusing on complex litigation cases, including managing large discovery, preparing for trial, and managing trial support.  Must have high-level experience with a range of litigation support applications.  Additional qualifications include excellent analytical and organizational abilities, solid communication and management skills, creativity, initiative and ability to work in a team environment.  California State Court experience a plus.  Bachelor’s degree strongly preferred.  Flexibility to accommodate for travel and overtime is required.

This position works Mondays through Fridays 9am to 5:30pm and the pay is $65,000 to $105,000 DOE plus full benefits.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Job Types: Full-time
Salary: $65,000-$105,000

Temporary Medical Administrative Assistant/Scheduler 

Temporary
Job # 0807pci 

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San Francisco, CA

A large healthcare facility in Lower Pacific Heights area of San Francisco is looking for a Temporary Medical Administrative Assistant/Scheduler on a long term basis for about four to six months. This person would work within a specific medical practice area.

Duties of a Medical Admin Assistant include:

  • Updating patient file information and reports
  • Contacting patients regarding appointments
  • Phone and email communication
  • Departmental meeting set ups and preparation

Qualified candidates should have at least one to two years of office experience and must be comfortable speaking on the phone and learning new technologies and terminologies.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Job Types: temporary
Pay: $22 per hour