Administrative Assistant

Opensity solutions; Phoenix (AZ); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions, a premier tech-enabled managed services provider, seeks an Administrative Assistant for our Phoenix office. You will deliver document services, handle travel coordination, expense management, and time entry, while supporting attorneys with professional word processing.

Ideal candidates have 3+ years in document outsourcing or legal admin, strong MS Office and PDF tools skills, and the ability to mentor others.

Qualifications

• HS Diploma or GED required.
• 3+ years in document outsourcing or legal industry preferred.
• Advanced MS Office skills (Word, Excel, PowerPoint) and PDF tools.

Responsibilities

• Create, revise, reformat, and convert documents using MS Office, PDF tools, and transcription software.
• Prepare and edit complex documents, spreadsheets, charts.
• Coordinate travel arrangements for attorneys and staff.
• Manage time entry and billing support for assigned attorneys.
• Build and maintain strong relationships with attorneys and clients through proactive communication.
• Spell check, proofread and cross-check documents for accuracy.
• Provide training and mentorship to Document Specialists and clients.

Skills

Word processing

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

PDF editing

Adobe Acrobat

Kofax

Communication

Proofreading

Timekeeping

Travel coordination

Education

HS Diploma or GED

Tools

PDF editing tools

Job description

About Us:Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.Our Mission:Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.Job DescriptionAdministrative Assistant will be providing a valuable function helping our clients streamline their administration of business operations. Administrative Assistants serve as dedicated points of contact for attorneys at the firm, delivering personalized word processing support and administrative assistance. This role combines advanced document services expertise with essential administrative functions including travel coordination, expense management, and time entry. Administrative Assistants possess strong word processing knowledge, excellent client-facing communication skills, and the ability to provide training and mentorship to Document Specialists and clients. This position is located at Opensity's newly remodeled Phoenix office.Scheduled Shift: Monday to Friday, 7:00AM-4:00PMEssential Job Responsibilities:Create, revise, reformat, and convert documents using various support software including Microsoft Office applications, PDF editing tools, and transcription softwarePrepare and edit complex documents, spreadsheets, chartsProvide coordination and administrative support for special projectsServe as a dedicated point of contact for assigned attorneys, providing personalized word processing and administrative assistanceCoordinate and book travel arrangements for attorneys and staffProcess and enter expense reports accurately and in a timely mannerManage time entry and billing support for assigned attorneysBuild and maintain strong working relationships with attorneys and clients through proactive communication and responsive serviceEfficient handling of time sensitive and confidential materialsPerform document diagnostic activities related to troubleshooting documents inconsistenciesCreate and/or revise work product using direct keyboard entry, scanner or electronic conversion methods of input; transcribes audio and digital dictation including deposition transcripts as requiredSpell check, proofread and/or cross-check documents to ensure accuracy and completenessMaintain up-to-date knowledge of specialized applications and upgrades in order to achieve maximum efficiency and productivity with the Document Services applicationsProvide feedback and insight into each team member’s performances when requestedPromote and encourage teamwork, confidence, and positive attitudesProvide directions, instructions, and guidance to the teamAssist with reviewing re-works or poor job outputs from team membersQualifications & Characteristics:HS Diploma or GED3+ years working in document outsourcing or legal industry preferredAbility to learn the responsibilities listed above through a combination of in-person training, remote training, and self-guided learningStrong initiative required; ability to work independently with minimal direct supervisionAdvanced working knowledge of Microsoft applications (Outlook, Word, Excel, and PowerPoint) with strong emphasis on Word proficiencyExperience working with Adobe Acrobat or Kofax for the manipulation of PDF files a plusExcellent skills in spelling, grammar, punctuation, sentence structure and proofreadingDemonstrated ability to build rapport and communicate effectively with attorneys and clients in a professional services environmentExperience with travel booking systems, expense reporting tools, and timekeeping software preferredAbility to organize and prioritize multiple assignmentsAbility to excel under pressure within established timeframe and provide quality work productPossess strong communication, interpersonal, teamwork and customer service skillsThe Compensation range for this role is $23.00 to 25.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.All eligible employees receive access to a comprehensive benefits package, including:Medical insuranceDental insuranceVision insurance401(k) retirement planPaid Time Off (PTO)#LI-KB1Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.