Legal Administrative Coordinator

ThNK Consultants, LLC is a leading forensic psychiatry consulting firm that provides expert psychiatric consultation and testimony in civil, criminal, and administrative matters nationwide. Our team of board-certified forensic psychiatrists offers specialized services at the intersection of law and mental health. We are seeking a skilled and detail-oriented Legal Administrative Coordinator with strong organizational and communication skills and an interest in the mental health field particularly where it intersects with the law to join our growing team. This individual will serve as the operational backbone of our Austin office, independently managing case coordination, client communication, and administrative systems that support our consulting team from initial intake through case closure. Our Austin office is a small and actively growing operation; the right candidate will be comfortable working independently, at times as the sole person in the office, and will thrive in an environment where systems and processes are continuing to develop and evolve. Key Responsibilities Serve as the primary point of contact for attorneys, law firms, and paralegals; independently triage and manage intake inquiries and coordinate partner involvement in initial consultations as appropriate per firm protocol. Complete conflict checks and gather all required intake information to open new matters. Manage case assignment, coordination, and tracking from initial referral through case closure, maintaining up-to-date records across the firm's Case Tracking Spreadsheet, Clio, and QuickBooks. Prepare and distribute engagement materials for every new matter, including CVs for all partners, the appropriate retainer agreement (with partner guidance on agreement type), the signed W-9, fee schedule, and other required documentation. Generate retainer invoices and track retainer payment receipt using Clio and QuickBooks, which are integrated systems; follow up with attorneys on outstanding payments and notify the appropriate internal parties upon confirmation that all retention conditions have been met. As the firm expands its use of Clio, this role will transition to generating invoices primarily within Clio, with QuickBooks continuing to serve as the integrated accounting system. Manage all case logistics, including scheduling of evaluations, depositions, and attorney meetings; maintain the Clio calendar with accurate entries under the appropriate partner designation. Track record requests and submissions, including monitoring receipt of records in advance of scheduled evaluations. Manage substantial email and telephone correspondence with professionalism and discretion, serving as the firm's primary voice in day-to-day client communication. Organize digital and physical case files, perform data entry, and upload records into case management and document management systems. Maintain strict confidentiality and ensure accurate record-keeping across all active matters. Perform other administrative and coordination duties as assigned to support a growing team. Key Characteristics Reliable, professional, and dependable Highly organized and able to manage multiple active matters simultaneously without supervision Comfortable working independently, including as the sole in-office team member, and able to maintain productivity and professionalism in a small office environment Adaptable and at ease in a growing practice where systems, processes, and tools are actively evolving; embraces change and contributes constructively to improvement Communicative and proactive in coordinating with internal team members and clients Exercises sound judgment and knows when to escalate and when to act independently Flexible and able to shift priorities in response to the demands of an active and growing caseload Self-starter with strong problem-solving skills and the ability to work independently

Skills and Qualifications Experience:

Minimum 5 years of legal administrative, case coordination, or legal operations experience in a professional services environment.

Technical Proficiency:

Strong command of Microsoft Office (Outlook, Word, Excel, Teams); comfort with digital file management and the ability to learn and adapt to new software as the firm's systems evolve. Proficiency in QuickBooks required. Experience with Clio required or strongly preferred; this role will expand its use of Clio as the firm moves toward full platform utilization.

Communication:

Excellent verbal and written communication skills, with a high degree of professionalism when interacting with attorneys, experts, and clients. Attention to

Detail:

Meticulous record-keeping and strong follow-through across multiple simultaneous matters.

Confidentiality:

Demonstrated ability to handle sensitive legal and client information discreetly and ethically.

Time Management:

Ability to prioritize tasks effectively and independently manage deadlines across all active matters without close supervision.

Organization:

Exceptionally organized, with the ability to track multiple cases, deadlines, and action items across several systems simultaneously. Compensation and Benefits Competitive salary commensurate with experience Comprehensive health insurance Paid time off (vacation, sick leave, and holidays) 401(k)

Schedule:

Monday-Friday, 8:00 AM - 5:00

PM Work Location:

On-Site Pay:

$24.25 - $38.00 per hour

Benefits:

401(k) Health insurance Paid time off

Education:

Associate (Required)

Experience:

QuickBooks:

3 years (Required)

Administrative:

5 years (Required)

Clio Software:

2 years (Preferred) Legal administrative: 3 years (Required) Shift availability: Day Shift (Required) Ability to

Commute:

Austin, TX 78746 (Required)

Work Location:

In person