Administrative Support Coordinator

Greenberg Traurig, LLP; Phoenix (AZ); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Greenberg Traurig, LLP is seeking an Administrative Support Coordinator to join our Administrative Support Team in Phoenix and Philadelphia. The role supports attorneys and staff, handling routine admin tasks in a largely remote environment.

You will manage expense processing, travel coordination, time entry, file organization in iManage, and help with project-based work. Strong communication, organization, and discretion are essential.

Qualifications

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

Responsibilities

• Process attorney and staff reimbursement expenses and reconcile credit card charges.
• Submit check and invoice requests and intake requests; basic conflict checks.
• Organize electronic client files in iManage and submit time entries in Intapp Open.
• Coordinate travel arrangements and prepare engagement letters.
• Assist with other department tasks and special projects as assigned.

Skills

Attention to detail

Multi-tasking

Communication skills

Discretion

Time management

Team collaboration

Education

Bachelor's degree or equivalent experience

2+ years admin experience in professional services

Tools

iManage

Intapp Open

Adobe Acrobat

Microsoft Office

Document management systems

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.