Legal Assistant/Receptionist in New York, New York at BARRY MCTIERNAN & MOORE LLC

Barry McTiernan & Moore LLC is a full-service defense litigation firm. Since 1930, BMM has represented Fortune 500 companies and their insureds in complex, high-exposure cases. The firm handles general liability claims across various practice areas including negligence, NY State Labor Law, premises liability, products liability, and other defense matters. Our excellence in all Toxic Tort areas has made the firm a leader in the defense of toxic tort claims. The firm has adopted a metrics-driven approach to managing litigation in the best interests of our clients.

We are committed to cultivating an environment that embraces and promotes diversity as a fundamental value. It matters to our firm that we recruit a diverse workforce to be a part of the BMM family.

Legal Assistant/Receptionist – (Focus on §50-h Hearings)

Barry McTiernan & Moore’s Manhattan office is currently seeking a highly organized and detail-oriented Legal Assistant / Receptionist to support our firm with a primary focus on our New York City §50-h Hearings Unit. This position combines traditional receptionist and administrative responsibilities with litigation support functions critical to managing a high-volume municipal defense practice.

The ideal candidate will be proactive, technologically proficient, and capable of managing multiple priorities while maintaining excellent communication and organizational skills. This role offers the opportunity to work closely with attorneys and firm management while playing an integral role in the successful administration of our §50-h hearing program. In addition to supporting the §50-h Hearings, this position provides administrative and operational support to the Office Manager and Chief of Human Resources Officer.

Responsibilities

§50-h Hearing and Litigation Support

• Assist in the administration of the firm’s New York §50-h hearing program.
• Open new matters in OASIS and transfer information to internal firm case management systems.
• Coordinate hearing scheduling and maintain attorney availability.
• Request and track attorney assignments for upcoming hearings.
• Update and maintain attorney hearing lists and scheduling databases.
• Monitor hearing calendars and ensure compliance with all OASIS deadlines.
• Track transcript receipt and ensure timely processing and distribution to attorneys.
• Coordinate §50-h hearing schedule with plaintiff’s counsel and BMM attorneys.
• Draft routine correspondence, hearing notices, and other communications.
• Maintain electronic case files in accordance with firm procedures.
• Ensure all hearing-related documentation is properly uploaded and maintained within the firm system.
• Maintain and update internal databases, attorney lists, and contact information.
• Generate reports and assist with data tracking to ensure OASIS deadlines are met.
• Ensure monthly closeout of all cases with documents to support billing functions.

Administrative and Reception Support

• Answer and direct incoming telephone calls professionally and efficiently.
• Receive, sort, scan, and distribute incoming mail.
• Open and assign incoming mail to appropriate attorneys and staff.
• Maintain physical mail filing and storage procedures.
• Prepare and process outgoing mail, Fed-Ex shipments, and certified mail.
• Stamp and deliver outgoing mail to the post office daily.
• Coordinate all office and kitchen supply inventory, maintain organized storage areas, and place monthly supply orders.
• Assist our Office Manager with administrative and operational projects as needed including but not limited to creating pocket folders for CD’s that enter the office.
• Scan incoming checks and assist with related administrative processing.
• Upload electronic media and documents into the firm systems daily.
• Perform daily conflict checks and assist with new matter intake procedures as needed.
• Utilize Outlook, Microsoft Teams, Excel, Word, and our firm-specific software to manage workflow efficiently.

Experience and Qualifications

• Bachelor’s degree.
• Minimum of 2 years of experience in a professional environment. Administrative support role is preferred.
• Experience supporting professionals in a fast-paced environment. Working specifically within a law firm is a plus.
• Experience with scheduling, case management, and hearing coordination.
• Strong organizational skills with the ability to manage multiple deadlines simultaneously.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while also collaborating effectively with staff and attorneys.
• Professional demeanor and strong service skills.
• Proficiency in Microsoft Outlook, Teams, Excel, Word, and Adobe Acrobat.
• Experience with legal case management systems or platforms is preferred.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Barry McTiernan & Moore LLC is a firm committed to both our clients and our employees. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.