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 Structure Each role has a primary focus area: Legal Operations & IP Paralegal Focus Administrative Operations & Client Coordination Focus While 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 Responsibilities Attorney & Client Support Provide day-to-day support to assigned attorney, while maintaining awareness of all firm matters Draft, format, and finalize legal correspondence and documents Manage calendars, deadlines, and scheduling coordination Communicate professionally and responsively with clients Provide cross-coverage for the other attorney as needed Billing & Financial Coordination Support invoice preparation, review, and client communications Track receivables and assist with collections follow-up Maintain accurate financial data in firm systems (e.g., Clio, QuickBooks) Assist with billing-related reporting and coordination Client Intake & File Management Manage client intake, conflict checks, and onboarding Maintain organized digital and physical client files Ensure accuracy and completeness of documentation Docketing & Matter Management Track deadlines and maintain visibility into active matters Support docketing systems and ensure timely follow-up Assist with maintaining compliance with filing deadlines Office Operations & Systems Maintain templates, workflows, and internal systems Support process improvements and operational consistency Coordinate office logistics, vendors, and general operations Contribute to a professional and organized office environment Focus Area Responsibilities Legal Operations & IP Paralegal Focus Manage IP docketing systems and track deadlines (USPTO, WIPO, etc.) Prepare and file trademark applications, renewals, and related documents under attorney supervision Coordinate with foreign associates on international filings Support trust accounting (IOLTA) and billing systems, including LEDES billing Partner with external accountant on reconciliations and reporting Identify and implement workflow and system improvements Administrative Operations & Client Coordination Focus Lead client intake, onboarding, and front-end client experience Manage office operations, including vendors, supplies, and facilities Coordinate calls, scheduling, and communication flow Maintain document organization, templates, and records systems Support billing administration and financial data entry Ensure a welcoming, professional office and client experience Required Skills & Competencies Strong organizational and time management skills with the ability to manage multiple priorities Excellent written and verbal communication skills High attention to detail and accuracy Ability to work independently and collaboratively in a team environment Strong problem-solving skills and initiative Professional judgment and discretion when handling sensitive information Proficiency in Microsoft Office and legal or business software systems Required Experience Law office experience is required (minimum 3 years strongly preferred) Experience supporting attorneys in a professional services environment Experience with legal billing processes and/or client file management Experience managing deadlines and working in a fast-paced environment Preferred Experience Experience in intellectual property law (trademark and/or patent prosecution) Familiarity with USPTO processes, docketing systems, or international filings Experience with Clio, QuickBooks, or similar legal/accounting systems Experience with LEDES billing or trust accounting (IOLTA) Education Associate's or Bachelor's degree preferred Paralegal certification is a plus for candidates in the Legal Operations focus role Equivalent combination of education and relevant experience will be considered Physical & Work Environment Requirements Ability to remain in a stationary position for extended periods (desk/computer work) Frequent use of a computer, phone, and standard office equipment Ability to occasionally lift and move files or office supplies (up to 15-20 lbs) Ability to manage a fast-paced office environment with competing priorities Why This Role Work in a collaborative, team-oriented law firm environment Gain cross-functional experience across legal operations and administration Be part of a structure designed for growth, learning, and operational excellence Play a critical role in supporting client service and firm success Compensation Compensation will be based on experience and focus area, with aligned pay ranges to reflect the peer structure of the roles. This is an hourly, non-exempt position.

Job Type:

Full-time Expected hours: 40.0 per week

Benefits:

401(k) Health insurance Paid time off Application Question(s): What are your pay requirements?

Experience:

Law office: 3 years (Preferred)

Work Location:

In person