Administrative Support Coordinator

GT Restructuring; Philadelphia (Philadelphia County); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Greenberg Traurig (GT) is seeking an Administrative Support Coordinator to join our Administrative Support Team in Philadelphia and Phoenix. The role focuses on supporting attorneys, legal staff, and business personnel with a range of routine tasks in a largely remote environment.

You will handle time entry, travel coordination, expense processing, document management, and engagement letters while maintaining confidentiality and a client-focused mindset.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• Minimum of 2 years administrative experience in a professional services setting, preferably a law firm.
• Proficiency with Windows and Microsoft Office; familiarity with document management systems.

Responsibilities

• Process reimbursement expenses and reconcile card charges.
• Submit check and invoice requests.
• Submit intake requests and conduct basic conflict checks.
• Organize electronic client files in iManage.
• Enter time entries into Intapp Open.
• Arrange travel and related arrangements.
• Prepare engagement letters.
• Assist with departmental tasks and special projects.

Skills

Admin tasks

Multi-tasking

Communication

Confidentiality

Team collaboration

Deadline management

Education

Bachelor's Degree or equivalent

Tools

MS Office (Word, PowerPoint, Excel, Outlook)

iManage

Intapp Open

Adobe Acrobat

Job description

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Administrative Support Team as an Administrative Support Coordinator located in our Philadelphia and Phoenix offices.

We are seeking a detail-oriented and organized professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong administrative skills, a high degree of professionalism, and the ability to manage multiple priorities with accuracy and efficiency. With excellent communication skills and a collaborative spirit, you will provide seamless support to attorneys, legal support specialists, and business staff across the firm. If you are someone who demonstrates initiative, adaptability, and a client-focused mindset, we invite you to join our team.

This role will be based out of the Philadelphia and Phoenix office on a remote basis. Regular availability is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Administrative Support Supervisor.

Position Summary

The Administrative Support Coordinator is part of a dedicated team established to assist attorneys, legal support specialists, and business staff with routine administrative tasks. This is a shared services position that provides support throughout the firm in a largely remote manner. The role encompasses a broad range of administrative functions, including expense processing, document management, travel coordination, and time entry support. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Processes attorney and business staff reimbursement expenses, as well as reconciles credit card charges
• Submits check and invoice requests
• Submits intake requests and performs basic preliminary conflict checks
• Organizes electronic client files in iManage (document management database)
• Submits time entry into Intapp Open (time entry database)
• Requests research articles from outside vendors
• Coordinates travel arrangements
• Prepares engagement letters
• Assists with other departmental tasks and special projects as assigned, including project-based work, minor data entry, mailings, and related tasks

Qualifications

Skills & Competencies

• Skilled in handling administrative tasks such as attorney time entry, travel arrangements, and processing invoices and expenses
• High attention to detail, outstanding organizational skills, and the ability to multi-task, prioritize workload, and manage time effectively
• Excellent interpersonal and communication skills (oral and written), professional demeanor and presentation
• Ability to recognize confidential, sensitive, and proprietary information and maintain such information as confidential
• Ability to apply critical thinking skills and work under pressure to meet strict deadlines
• Strong ability to collaborate effectively within a team environment

Education & Prior Experience

• Bachelor's Degree or equivalent experience is preferred
• Minimum of 2 years of administrative experience in a professional services organization; law firm experience preferred

Technology

• Proficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook required
• Proficiency with Adobe Acrobat, document management systems, and other office technologies required
• Experience with iManage (document management database) and Intapp Open (time entry database) preferred; ability to learn new software applications quickly is essential
• Understanding of AI capabilities, limitations, and responsible use in a professional environment
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.