Legal Operations and Administrative Coordinator

Job title: Legal Operations & Administrative CoordinatorJob Type: Full-time Work Location: Onsite in Knoxville, TNJob Description:We are seeking a highly organized and collaborative professional to join our growing intellectual property law firm in Knoxville, Tennessee.We are hiring for an additional Legal Operations and Administrative Coordinator. These roles are designed as peer-level positions that work in close partnership to support attorneys, clients, and firm operations. Each individual will serve as the primary support partner to one attorney, while sharing responsibility for firm-wide administrative, operational, and client service functions.This structure emphasizes cross-training, shared accountability, and operational excellence, ensuring seamless coverage and a consistent client experience.Position StructureEach role has a primary focus area:Legal Operations & IP Paralegal FocusAdministrative Operations & Client Coordination FocusWhile responsibilities may vary by focus, both positions operate at the same level, with no supervisory relationship between them, and are expected to collaborate closely and provide backup support to one another.Key ResponsibilitiesAttorney & Client SupportProvide day-to-day support to assigned attorney, while maintaining awareness of all firm mattersDraft, format, and finalize legal correspondence and documentsManage calendars, deadlines, and scheduling coordinationCommunicate professionally and responsively with clientsProvide cross-coverage for the other attorney as neededBilling & Financial CoordinationSupport invoice preparation, review, and client communicationsTrack receivables and assist with collections follow-upMaintain accurate financial data in firm systems (e.g., Clio, QuickBooks)Assist with billing-related reporting and coordinationClient Intake & File ManagementManage client intake, conflict checks, and onboardingMaintain organized digital and physical client filesEnsure accuracy and completeness of documentationDocketing & Matter ManagementTrack deadlines and maintain visibility into active mattersSupport docketing systems and ensure timely follow-upAssist with maintaining compliance with filing deadlinesOffice Operations & SystemsMaintain templates, workflows, and internal systemsSupport process improvements and operational consistencyCoordinate office logistics, vendors, and general operationsContribute to a professional and organized office environmentFocus Area ResponsibilitiesLegal Operations & IP Paralegal FocusManage IP docketing systems and track deadlines (USPTO, WIPO, etc.)Prepare and file trademark applications, renewals, and related documents under attorney supervisionCoordinate with foreign associates on international filingsSupport trust accounting (IOLTA) and billing systems, including LEDES billingPartner with external accountant on reconciliations and reportingIdentify and implement workflow and system improvementsAdministrative Operations & Client Coordination FocusLead client intake, onboarding, and front-end client experienceManage office operations, including vendors, supplies, and facilitiesCoordinate calls, scheduling, and communication flowMaintain document organization, templates, and records systemsSupport billing administration and financial data entryEnsure a welcoming, professional office and client experienceRequired Skills & CompetenciesStrong organizational and time management skills with the ability to manage multiple prioritiesExcellent written and verbal communication skillsHigh attention to detail and accuracyAbility to work independently and collaboratively in a team environmentStrong problem-solving skills and initiativeProfessional judgment and discretion when handling sensitive informationProficiency in Microsoft Office and legal or business software systemsRequired ExperienceLaw office experience is required (minimum 3 years strongly preferred)Experience supporting attorneys in a professional services environmentExperience with legal billing processes and/or client file managementExperience managing deadlines and working in a fast-paced environmentPreferred ExperienceExperience in intellectual property law (trademark and/or patent prosecution)Familiarity with USPTO processes, docketing systems, or international filingsExperience with Clio, QuickBooks, or similar legal/accounting systemsExperience with LEDES billing or trust accounting (IOLTA)EducationAssociate’s or Bachelor’s degree preferredParalegal certification is a plus for candidates in the Legal Operations focus roleEquivalent combination of education and relevant experience will be consideredPhysical & Work Environment RequirementsAbility to remain in a stationary position for extended periods (desk/computer work)Frequent use of a computer, phone, and standard office equipmentAbility to occasionally lift and move files or office supplies (up to 15–20 lbs)Ability to manage a fast-paced office environment with competing prioritiesWhy This RoleWork in a collaborative, team-oriented law firm environmentGain cross-functional experience across legal operations and administrationBe part of a structure designed for growth, learning, and operational excellencePlay a critical role in supporting client service and firm successCompensationCompensation will be based on experience and focus area, with aligned pay ranges to reflect the peer structure of the roles.Benefits:401(k)Health insurancePaid time off