HUB Administrative Specialist

Perkins Coie LLP; Austin (TX); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a Hub Administrative Specialist to provide essential administrative support for its legal practice. This role involves managing various tasks, including time entry and expense reimbursements, while promoting the firm's reputation for excellence and confidentiality. The ideal candidate will thrive in a collaborative environment, utilizing operational tools and effective communication skills to engage with remote teams. This position offers a unique opportunity to contribute to a culture of integrity and client service, with benefits that support personal and professional growth.

Benefits

Health insurance

Tuition reimbursement

Paid sabbaticals

401(k)

Paid time off

Parental leave

Holidays

Family care benefits

Qualifications

• 2-4 years of experience in administrative roles, preferably in a law firm.
• Strong communication and organizational skills are essential.

Responsibilities

• Provide administrative support for timekeepers and project-based tasks.
• Engage with remote teams and prioritize multiple projects efficiently.

Skills

Effective communication skills

Proficiency in Microsoft Office

Problem-solving skills

Customer-centric approach

Ability to work independently

Handling confidential information

Adaptability to workflow changes

Education

2-year or 4-year degree

1-3 years of administrative or law firm experience

Tools

Outlook

IntApp

Elite 3E

Webex

iManage

ServiceNow

Job description

Job Description:

The Hub Administrative Specialist will primarily provide administrative support for non-legal tasks submitted from the firm's Legal Practice Assistants on behalf of the assigned timekeepers. Additionally, the role involves project-based support for tasks submitted to the Hub from various customers, including LPAs, administrative groups, and timekeepers. As part of the Shared Services team, this position supports the firm's internal service delivery model and indirectly supports the firm's timekeepers.

As a member of Perkins Coie’s professional support staff, the specialist is responsible for promoting and maintaining the firm's reputation, upholding the highest levels of professional conduct and confidentiality.

Work Schedule

Monday-Friday, 1:30 PM - 9:00 PM Pacific Time

Essential Functions

These are primary duties that must be performed independently or with reasonable accommodations:

1. Provide prompt support for administrative requests, including time entry, expense reimbursements, invoice retrieval, check requests, and client/matter setup via the firm's PBI database.
2. Serve as the primary resource for time-intensive and recurring projects assigned to the Hub's Special Project team, involving data entry, internet research, and document processing.
3. Utilize operational tools such as Outlook, IntApp, Elite 3E, Webex, iManage, and ServiceNow according to established protocols.
4. Follow best practices for task completion, including optimal use of firm software.
5. Record project time and data to generate operational reports and metrics.
6. Engage effectively with remote teams and work collaboratively within a central team environment.
7. Prioritize and coordinate multiple projects efficiently and simultaneously.

Required Skills

• Effective communication skills, both oral and written.
• Comfort with video conferencing and remote communication tools.
• Proficiency in Microsoft Office; interest in learning additional applications like MacPac/Big Hand Create, DocXTools, PowerPoint, and Adobe Pro.
• Familiarity with legal terminology and documentation development.
• Ability to work independently and effectively in remote team settings.
• Handling sensitive and confidential information securely.
• Strong problem-solving skills and resilience.
• Customer-centric approach, adaptable to workflow changes, and receptive to feedback.
• Ability to work under pressure and meet deadlines.
• Judgment and independent work capability.
• Positive attitude, strong work ethic, and organizational skills.
• Availability to work from 1:30 PM to 9:00 PM Pacific Time.

Education & Experience

• Preferred: 2-year or 4-year degree.
• Preferred: 1-3 years of administrative or law firm experience.

Perkins Coie values self-motivated individuals dedicated to providing excellent service, integrity, and enthusiasm. The firm fosters a culture of collaboration, client service, and mutual respect, committed to diversity and inclusion. Benefits include health insurance, tuition reimbursement, paid sabbaticals, bonuses, 401(k), paid time off, parental leave, holidays, and family care benefits.

This position is eligible for various benefits and may be located in specified locations. Compensation ranges are provided but may vary based on experience and other factors.