What are the responsibilities and job description for the In House Paralegal position at FAC Services, LLC?
About FAC Services
Want to build your career helping those who build the world?
At FAC Services, we handle the business side so architecture, engineering, and construction firms can focus on shaping the future. Our trusted, high-quality solutions empower our partners, and our people, to achieve excellence with integrity, precision, and a personal touch.
Job Purpose
The In House Paralegal is responsible for providing critical support to the Legal Risk Management department as well as other key company executives. The role requires handling sensitive information with a high degree of discretion and the ability to draft clear and professional communications. The position requires the capacity to identify issues, problem solve, develop customized solutions and suggest process improvements. The ideal candidate is flexible and must be willing to take on special projects and support responsibilities.
This is a on-site position, and candidates must reside within 60 miles of Madison, WI.
Primary Responsibilities
Claims Lead
- Support in-house counsel in the management and resolution of contested matters
- Case law and due diligence research
- Provide support for responses to subpoenas and demands for documents
- Prepare background and timeline documents and claim management updates
- Open new claims matters and coordinate with legal team to ensure all documentation is accurate and complete
- Maintain all claims documents, including pre-litigations documents, pleadings, discovery, etc.
- Assist with compliance with notice requirements for insurers
- Assist with claims management with the legal department, insurance, and stakeholders
- Lead claims management software implementation and maintain database
- Process incoming mail: scanning documents into the claim file, forwarding mail to attorney, and determining/coordinating next steps
- Track and process claims legal expenses; complete expense reports
- Make arrangements for meetings and travel for legal and insurance related matters
- Manage attorney calendars for claims related deadlines and organizing projects
- Conduct regular follow-ups with attorneys to ensure all deadlines are met efficiently
Contract Support
- Review and negotiate client agreements in accord with industry standards for design and construction projects to evaluate and mitigate risk and advise on commercial issues
- Review subconsultant agreements for project work and advise on solutions for various challenges related to appropriate agreements and risk tolerances
Corporate Support
- Assist with onboarding shareholders including document preparation
- Assist with Deferred Compensation, including:
- Prepare draft agreements
- Track sent DC
- Track yearly payouts
- Prepare annual letters
- Assist with preparing stock certificates as needed
- Assist with preparing all corporate resolutions
- Assist with corporate record books (paper and electronic)
Departmental Support
- Support renewal of numerous required Federal and state registrations, business, and professional licenses
- Support marketing and business development functions by providing corporate qualifications and legal information for proposals to clients
- Support request and issuing of certificates of insurance
- Provide backup monitoring for Legal & Risk Management Inbox
- Assist with special projects as needed
Qualifications
To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and Experience
- Bachelor’s degree or equivalent work experience
- Minimum 2 years professional administrative experience
- Advanced experience with Microsoft Office (Word, Excel, PowerPoint and Outlook)
- Experience with Claims-Made Insurance and Professional Liability policies
Knowledge, Skills and Abilities Required
- Excellent oral and written communication and interpersonal skills; ability to effectively communicate with all levels of the organization
- Have the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Accuracy and detail oriented
- Excellent problem-solving capabilities and organizational skills
- Be able to maintain high level of confidentiality
- Must have the ability to manage multiple priorities/tasks in an efficient manner
Working Conditions and Physical Effort
- Work is normally performed in a typical office environment
- No or very limited physical effort is required
- No or very limited exposure to physical risk