Marketing & Proposal Coordinator

Proxy has partnered with a growing company to find a Marketing & Proposals coordinator!

Responsibilities:

• Coordinate the preparation of RFP, RFI, and proposal responses from start to finish.
• Draft, edit, proofread, format, and produce high-quality proposal materials.
• Ensure all proposal requirements and deadlines are met.
• Maintain and update proposal content, representative experience, and marketing materials.
• Archive completed proposals and track submission results.
• Collect and organize client feedback to enhance future proposal quality.
• Develop knowledge of the firm's practice areas, industries, and service offerings.
• Research industry trends and assist with identifying competitive differentiators.
• Participate in business development and marketing initiatives, meetings, and events.
• Provide support for additional marketing projects, including event coordination, advertising, and graphic design, as needed.

Qualifications:

• Bachelor's degree
• 2+ years of proposal, RFP, or business development experience within a law firm or professional services environment.
• Strong writing, editing, proofreading, and grammar skills with knowledge of AP style.
• Excellent organizational and project management skills with the ability to manage multiple deadlines.
• Strong interpersonal and communication skills.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint).
• Experience with proposal software or platforms such as PERSUIT, Ariba, or similar systems is a plus.

Proxy Legal Staffing & Search Group has partnered with a respected Pittsburgh based firm to find a legal billing coordinator! This is a hybrid position.

Responsibilities

• Review and edit pre-bills and generate invoices according to established billing cycles.
• Perform conflict checks and apply retainer funds as directed.
• Process write-offs in accordance with firm policy.
• Prepare complex invoices, including split-party and electronic billing.
• Submit invoices through third-party e-billing platforms.
• Review billing documentation for accuracy and resolve billing inquiries.
• Create customized billing formats, schedules, and analyses as needed.
• Produce final client invoices and maintain strict confidentiality.
• Assist with special projects and other duties as assigned.

Qualifications

• 2+ years of billing experience in a legal or professional services environment.
• Experience with e-billing platforms and outside counsel billing guidelines.
• Strong communication, organizational, and analytical skills.
• Ability to work independently, prioritize effectively, and meet deadlines in a fast-paced setting.

Proxy Legal Staffing & Search Group has partnered with a respected law firm client seeking an experienced Legal Assistant. This role supports complex litigation.

Responsibilities:

• Manage litigation files (paper & electronic)
• Handle attorney calendars and email review
• File documents via ECF/PACER and court dockets
• Use document management systems like NetDocs
• Support with Microsoft Office, Adobe, and legal software
• Other administrative duties as needed.

Required Skills:

• 4+ years supporting litigation attorneys
• Strong knowledge of court filing procedures and legal tech
• Excellent organizational and communication skills
• Ability to multitask and meet deadlines

Education & Experience:

• High school diploma or paralegal certification
• Extensive litigation support background

Proxy Legal Staffing & Search Group has partnered with a large company to find multiple IN-HOUSE contract paralegals!

Key Responsibilities

• Review and analyze a high volume of commercial contracts across multiple agreement types.
• Identify, extract, and organize language related to key contractual provisions, including assignment, change of control, termination, indemnification, confidentiality, governing law, limitation of liability, and other standard commercial clauses.
• Review complete contract files, including exhibits, schedules, amendments, addenda, and related documents to ensure all relevant provisions are captured.
• Prepare standardized contract summaries and organize key provisions for review by in-house attorneys.
• Maintain consistency, accuracy, and completeness throughout the contract review process.
• Collaborate with members of the legal department and cross-functional stakeholders to support ongoing commercial contract initiatives.
• Follow established legal department procedures, documentation standards, and confidentiality requirements.
• Effectively manage multiple priorities while meeting project deadlines in a fast-paced corporate environment.

Qualifications

• 3+ years of experience as a paralegal supporting commercial contracts in an in-house legal department or law firm.
• Strong understanding of commercial contract terminology and standard contractual provisions.
• Experience reviewing, summarizing, and organizing complex commercial agreements.
• Excellent attention to detail, organizational skills, and ability to work independently.
• Strong proficiency with Microsoft Word, Excel, and document management systems.
• Experience with contract lifecycle management (CLM) platforms or document review software is a plus.

Proxy Legal Staffing & Search Group has partnered with a national firm to find a litigation legal assistant! *This is an in-person position*

Responsibilities

• Provide administrative and legal support to one or more litigation attorneys.
• Prepare, edit, proofread, and format pleadings, motions, discovery requests and responses, subpoenas, correspondence, and other legal documents.
• File documents electronically with state and federal courts.
• Maintain attorney calendars, including hearings, depositions, mediations, trials, and filing deadlines.
• Coordinate depositions, court reporters, expert witnesses, and other litigation-related meetings.
• Draft routine correspondence and legal documents from attorney notes and templates.
• Organize and maintain electronic and physical case files.
• Assist with discovery, including document collection, production, and organization.
• Review and summarize medical records, business records, and other case-related documents as needed.
• Communicate with clients, opposing counsel, court personnel, vendors, and experts in a professional manner.
• Prepare trial notebooks, exhibit binders, witness files, and other materials for hearings and trial.
• Monitor deadlines and ensure timely completion of all litigation tasks.
• Process attorney expense reports, invoices, and other administrative duties as assigned.

Qualifications

• Minimum of 5 years of litigation legal assistant experience preferred.
• Proficiency with Microsoft Office Suite, including Word, Outlook, Excel, and Adobe Acrobat.
• Experience with electronic court filing systems in state and/or federal courts.
• Strong understanding of litigation procedures and court rules.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and organizational abilities.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Professional demeanor and commitment to maintaining confidentiality.

Proxy Legal Staffing & Search Group has partnered with a growing firm to find a labor & employment paralegal!

Key Responsibilities:

• Assist attorneys with all aspects of labor and employment matters, including litigation, counseling, and administrative proceedings.
• Draft, review, and file legal documents, including pleadings, motions, discovery requests and responses, subpoenas, and correspondence.
• Manage cases before federal and state courts, as well as administrative agencies such as the Equal Employment Opportunity Commission (EEOC), National Labor Relations Board (NLRB), and state human relations commissions.
• Conduct legal and factual research related to employment laws, regulations, and workplace policies.
• Organize, review, and summarize personnel files, employee records, payroll records, and other employment-related documents.
• Assist with all phases of discovery, including document collection, review, production, and preparation of privilege logs.
• Coordinate and manage electronic document databases and case files.
• Prepare attorneys and clients for depositions, mediations, arbitrations, hearings, and trials.
• Draft chronologies, witness summaries, and case status reports.
• Monitor and track litigation deadlines, court filings, and administrative agency requirements.
• Communicate with clients, witnesses, opposing counsel, and court personnel regarding case-related matters.

Qualifications:

• Bachelor’s degree or paralegal certification strongly preferred.

• Minimum of 4 years’ experience in labor & employment experience 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Experience with litigation support software.

• Strong working knowledge of federal and state court rules and e-filing platforms (e.g., PACER, CM/ECF, state-level e-filing systems).

• Familiarity with trial preparation and courtroom presentation tools is a plus.

Proxy Legal Staffing & Search Group has partnered with a firm in downtown Pittsburgh to find a legal assistant!

Job Details:
Direct Hire Position
This job is a hybrid position

Duties/Responsibilities:

• Assist attorneys in a family law practice group
• Coordinate communication with clients, other law firms, and court personnel, both in person, via phone, and through written correspondence.
• Schedule client meetings, appointments, and court appearances, managing attorney calendars efficiently
• Prepare and file legal documents 
• Provide general administrative support, including photocopying, scanning, faxing, and filing documents as needed.

Education and Experience:

• 2 + years of legal experience
• Bachelor's degree or paralegal certificate is required
• Prior family law experience is a plus

Proxy has partnered with a growing organization is seeking a detail-oriented Claims Associate to support day-to-day office operations.

Key Responsibilities:

• Perform data entry, review information for accuracy, and process payments
• Manage incoming and outgoing mail, including coordination with delivery services and electronic communications
• Maintain and organize both physical and electronic records
• Provide general administrative support, including phone coverage
• Retrieve and store files from offsite locations as needed
• Assist with routine office-related errands
• Operate a company vehicle for local deliveries and pickups, as needed
• Support basic coordination of company vehicle upkeep
• Ensure tasks are completed accurately and within deadlines
• Foster positive working relationships with internal team members

Qualifications:

• High school diploma or equivalent
• Strong computer and data entry skills
• Excellent attention to detail and organizational skills
• Ability to manage multiple priorities and meet deadlines
• Strong communication and interpersonal skills
• Ability to work independently and as part of a team
• Valid driver’s license required
• Ability to lift up to 50 lbs

Preferred:

• Experience with spreadsheet software (e.g., Excel)

Proxy Legal Staffing & Search Group has partnered with a Pittsburgh firm to identify a Legal Billing Coordinator to join their growing team!

Job Details:

• Direct-Hire Position

• Hybrid Schedule: 3 days in office / 2 days remote

• Salary: Dependent on experience (DOE)

Responsibilities

• Generate, edit, and finalize monthly invoices in accordance with firm and client billing guidelines.

• Prepare and distribute monthly prebills to attorneys, incorporating necessary edits and adjustments.

• Assist with electronic billing (e-billing) submissions, resolve rejected invoices, and track approval statuses.

• Record, review, and monitor attorney time entries and client-related expenses.

• Maintain and update matter information, billing rates, and client-specific requirements within the billing system.

• Ensure compliance with client billing guidelines and internal firm procedures.

• Respond to attorney and staff inquiries regarding billing status, adjustments, and documentation.

• Support month-end and year-end billing processes as needed.

Education & Experience

• 2+ years of legal billing experience preferred.

• Prior law firm experience required.

• Experience with legal billing software (Aderant, Elite, eBillingHub, or similar) required.

• Bachelor’s degree is a plus.

• Strong proficiency in Microsoft Office, particularly Excel, is beneficial.

• Excellent organizational skills, attention to detail, and ability to meet deadlines.

Proxy has partnered with a growing organization to identify an HR Supervisor to support a multi-division workforce. This role will oversee key HR functions and serve as a resource across payroll, benefits, compliance, and employee relations.

Responsibilities

• Oversee payroll, benefits, and HR administrative operations
• Supervise payroll processing, ensuring accuracy and timely completion
• Maintain knowledge of multi-state HR and payroll regulations to ensure compliance
• Provide guidance to employees and leadership on HR-related matters, including employee relations and compliance
• Support and enhance employee benefits programs
• Partner with leadership on performance management processes, including goal setting and annual reviews
• Identify and implement process improvements within HR operations
• Analyze HR metrics and data to support business decisions
• Assist with additional HR initiatives as needed

Qualifications

• Bachelor’s degree in Human Resources, Business, or related field (or equivalent experience)
• 5+ years of HR experience
• Experience with multi-state payroll processing or oversight
• Prior supervisory experience
• Strong knowledge of HR laws, payroll regulations, and best practices
• Proficiency with HRIS, payroll systems, and Microsoft Office
• Strong communication, organizational, and problem-solving skills
• Ability to handle sensitive information with discretion