Professional Staff Where Your Contributions Truly Matter.

Hinckley Allen is seeking a Communications Specialist to join our Boston, MA, Hartford, CT or Providence, RI offices. This role offers the opportunity to contribute to a wide range of projects, including presentations, digital content, and multimedia materials, to support and reinforce organizational objectives.

Essential Duties and Responsibilities:

• Create, design and format high-end presentations and graphics, such as invites, flyers, signage, charts, logos, icons, and agendas, as well as sourcing appropriate premium imagery as necessary.
• Create, design and format digital content such as email templates, social media graphics, and web visuals.
• Format and edit print collateral including brochures, newsletters and ads.
• Support firm events through the creation of on-site and digital materials.
• Assist with website and intranet content updates, with an understanding of layout and user experience.
• Assist in the development of visually compelling pitch materials, with a strong focus on presentation design and layout.
• Support basic video and multimedia projects (e.g., editing, formatting, and visual enhancements).
• Ensure brand consistency across all materials by applying firm guidelines and templates.

Knowledge, Skills and Abilities Required:

• Excellent understanding of brand and design principles.
• Knowledge of color, composition, typography, digital design and production management.
• Excellent organizational skills, being able to take initiative, work independently, multi-task, and prioritize projects and develop creative solutions in a fast-paced, high-volume environment
• Ability to work accurately and efficiently, with a keen eye for detail to ensure work is error-free and of the highest quality under tight deadlines.
• Ability to manage multiple projects and meet deadlines.
• Sound judgment and extreme discretion with respect to confidential and sensitive information.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.

Education and Experience Required:

• Bachelor’s degree in Graphic Design, Communications, Marketing, Digital Media, or a related field
• 2–4 years of relevant work experience, preferably in a law firm, professional services, or agency environment.
• Strong portfolio demonstrating clean, modern design, including presentation (Canva, PowerPoint) and digital work Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and Microsoft Office (particularly PowerPoint).
• Familiarity with email marketing platforms, and basic video editing tools (e.g., Premiere Pro, After Effects, or similar).
• Understanding of digital design best practices, including layout, typography, and visual hierarchy.

Salary Range: $68,000 – $77,000. The specific compensation for this role will be determined based on education, experience, location and skill set of the individual selected for the position.

Hinckley Allen is seeking a Billing Coordinator to join our Providence, RI office. The Billing Coordinator will be responsible for a variety of accounting duties according to established policies and procedures, which include printing, distributing, editing, and finalizing client bills. The Billing Coordinator will also maintain contact with attorneys, staff and clients and observe confidentiality of all client and firm matters.

Essential Duties and Responsibilities:

• Originates computerized pre-bills on monthly basis for review by each timekeeper in the firm.
• Make necessary corrections on pre-bills, generates and distributes final bills to clients.
• Review billing data for accuracy and completeness.
• Process payments, refunds, credits, and adjustments. Posts all client disbursements and payments daily.
• Maintain billing records and update client accounts.
• Investigate and resolve billing discrepancies and client inquiries.
• Monitor outstanding invoices and follow up on overdue payments.
• Reconcile billing transactions with financial records.
• Maintains ledgers and files; provides copies of all billing statements to proper departments in the Firm for their records.
• Prepare reports related to billing activities and account status.
• Ensure compliance with firm policies and financial regulations.
• Utilizes computerized accounting and billing system.
• Generate statements and reports using accounting software.
• Creates and maintains spreadsheets.
• Maintains contact with clients, attorneys and staff on billing matters.
• Organizes and maintains up to date financial records.
• Assists attorneys and staff in analysis of time and fees invested in matters and creates reports for that purpose.

Required Qualifications – Knowledge, Skills and Abilities:

• High school diploma or equivalent, associate degree in accounting or finance preferred.
• 3-5 years of experience in billing, accounting, bookkeeping or administrative support. Previous experience in a law firm or professional services organization a plus.
• Proficiency in various billing platforms; experience with 3E highly desired.
• Proficiency in Microsoft Excel
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills.
• Basic understanding of accounting principles and financial procedures
• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, clients and staff and to provide information with ordinary courtesy and tact.
• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.

Salary Range: $55,000-62,000. The specific compensation for this role will be determined based on education, experience, and skill set of the individual selected for the position.

Hinckley Allen is seeking a Client & Conference Services Coordinator to join our team in our Fort Lauderdale, FL office. The Client & Conference Services Coordinator is responsible for all administrative functions associated with conference scheduling, catered events, welcoming guests and other administrative projects as assigned. The position is part of a fast-paced team and requires an individual with a strong attention to detail, excellent multi-tasking skills and a high proficiency for learning new software systems. This person is often the first to meet and greet clients and guests, and the last person they will see upon departure.  Strong candidates must maintain a professional appearance and personality at all times, be comfortable communicating with our guests and present a high level service approach to the position at all times.

Essential Duties and Responsibilities:

• Meets and greets clients and visitors.
• Utilizes and maintains the Firm’s conference room reservation system for their offices to reserve the appropriate conference rooms and visitor offices on a daily basis.
• Reviews daily/weekly/monthly schedule to determine the specific needs of each meeting.
• Contacts meeting owners/schedulers with questions, confirmations, changes, etc. as necessary.
• Ensures all meeting service requirements have been met before meetings begin.
• Manages daily reservation reports for Office Services and IT staff to ensure all meetings are carried out with the proper equipment and required resources. Runs reports for the department as needed.
• Oversees most, if not all, catering needs for conference meetings with clients, internal meetings and other event planning to take place in the conference rooms.
• Answers all calls that come through the main number in a pleasant and professional manner.
• Answers general questions, routes calls, take messages and forwards to appropriate attorneys and staff members.
• Maintains and monitors parking records of attorneys, staff, clients and guests. Provides approval and/or access to our floor through building security.
• Distributes daily e-mail of visitors for respective locations and posts on intranet.
• Maintains the organizational appearance and inventory of materials for the reception and waiting area lobby to support efficient operations in compliance with established standards.
• Assists with event planning as needed.
• May assist in the planning of Office Socials with Office Administrator’s and/or Office Services Manager’s approval.
• Trains Administrative Assistants and Office Assistants to manage front desk and phones in their absence.
• Prepares check requests for all meals ordered and forwards to Office Administrator or Office Services Manager for approval.  Tracks and monitors where each meal request is billed.
• Assists with mailings, Word and Excel, and basic project overflow.
• Employee must perform all duties with minimal supervision.

Required Qualifications – Knowledge, Skills and Abilities:

• College degree or equivalent combination of education, training and/or experience required.
• Excellent written and verbal communication skills a must with the ability to communicate clearly over the telephone as well as in person.
• Familiarity with multi-line phone systems.
• Strong customer service skills: courteous, professional, articulate and outgoing.
• Ability to work in a fast-paced environment.
• Ability to set priorities, handle multiple tasks simultaneously, and work independently with minimal supervision.
• Ability to handle sensitive and/or confidential information appropriately.
• Capacity to learn quickly, take initiative and manage work flow while ensuring accuracy.
• Work overtime when required to perform essential office services responsibilities of the position.

Salary Range: $37,000-42,500. The specific compensation for this role will be determined based on education, experience, and skill set of the individual selected for the position.

Hinckley Allen is seeking a paralegal with at least three (3) years of experience to join a dynamic and sophisticated Corporate & Business Group in Boston or Providence. The ideal candidate must have experience with, and understanding of, paralegal responsibilities in various corporate and financial transactions, including, but not limited to:

• drafting ancillary transaction documents, including resolutions, certificates, entity formation, state filings and other governance documents;
• coordinating diligence activities (e.g., assist with organization of documents and records, establishing and maintaining virtual data sites for transactions, preparing closing documents and coordinating items for closing and post-closing requirements);
• preparing and maintaining timetables and checklists for transactions;
• preparing and filing annual reports and other periodic compliance filings with federal, state, and local agencies;
• organizing and maintaining the corporate minute books and stock ledgers
• conducting online UCC corporate and court records searches;
• preparing and filing UCC financing statements;
• assisting with business licensing issues (federal and state); and
• assisting with all aspects related to final closing of transactions.

The position offers an excellent opportunity to quickly assume significant responsibility and hands-on experience in a fast-paced, team-oriented work environment. Candidates should possess strong verbal and written communication skills, excellent organizational skills, ability to manage multiple projects at once, keen attention to detail and proficiency in the MS Office Suite. A Bachelor’s degree and paralegal certificate or appropriate job-related experience is preferred.

Salary Range: $90,000 – $120,000. The specific compensation for this role will be determined based on education, experience, location, and skill set of the individual selected for this position.

Hinckley Allen is seeking a Real Estate paralegal with a minimum of five (5) years of experience with an interest in becoming a key member of a dynamic and sophisticated team in our Providence office. The ideal candidate will have experience in handling all aspects of commercial real estate transactions. Specific experience with real estate finance transactions is desirable.

Specific responsibilities will include:

• Order and review title commitments, title exception documents, and surveys, prepare title and survey summaries, communicate with attorneys and title agents regarding title issues, and assist with the negotiation of title insurance policy coverage.
• Review and prepare general correspondence, escrow instructions, deeds, and other property transfer documents.
• Review and prepare loan documents, including deeds of trust, promissory notes, and guarantees, by incorporating terms of loan commitments into form documents.
• Review and prepare lease and easement agreements.
• Review and prepare abstracts for purchase and sale contracts, leases, and other real estate documents.
• Order and review searches of state and local courts and governmental agencies for UCC filings, bankruptcy, and judgment records.
• Obtain, review, and prepare corporate entity documents, including formation and governance documents, and authorizing consents and resolutions related to purchasing, selling, and financing real property.
• Prepare and manage closing checklists, outlining critical dates and the responsibilities of all parties.
• Track and calendar important dates.
• Coordinate closings with various parties, including buyers, sellers, lenders, title insurance companies, exchange companies, escrow agents, and their respective attorneys.
• Coordinate preparation and review of settlement statements, including the gathering and proration of figures from lenders, tax authorities, and other parties.
• Organize closing documents and other files, including client-produced templates and forms.

There will be substantial client contact as well as interaction with the department’s attorneys. The position offers an excellent opportunity to assume significant responsibility and hands-on experience in a collaborative, sophisticated, and team-oriented work environment.  Candidates must have excellent oral and written communication, computer (including Microsoft Word and Excel), problem-solving, multitasking, and organizational skills. Must also be highly motivated and have the ability to work both independently and as part of a larger team.

Salary Range: $85,000 – $120,000. The specific compensation for this role will be determined based on education, experience, and skill set of the individual selected for this position.

Hinckley Allen is seeking a Trusts & Estates paralegal for our Providence office. The ideal candidate will have a minimum of three (3) years of experience in handling of all aspects of the estate and trust administration process. Fiduciary administration and/or accounting experience desirable. Primary responsibilities will include:

• Preparation of probate pleadings (petitions, inventories, accountings, final reports, etc.);
• Preparation of documents relating to the identification, collection, and valuation of assets;
• Fiduciary accounting; and
• Preparation of estate and gift tax returns.

There will be substantial client contact as well as interaction with the department’s attorneys. The position offers an excellent opportunity to assume significant responsibility and hands-on experience in a collaborative, sophisticated and team-oriented work environment. Candidates must have excellent oral and written communication, computer (including Microsoft Word and Excel), problem solving, multitasking, and organizational skills. Must also be highly motivated and have the ability to work both independently and as part of a larger team. Flexible work arrangements are available for this position.

Salary Range: $80,000- $115,000. The specific compensation for this role will be determined based on education, experience, and skill set of the individual selected for the position.