HUB Administrative Specialist

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

Job summary

An established industry player seeks a Hub Administrative Specialist to provide essential administrative support for non-legal tasks. This role is integral to the Shared Services team, ensuring smooth internal operations and supporting timekeepers. The ideal candidate will thrive in a collaborative environment, managing multiple projects efficiently while adhering to the highest standards of professionalism and confidentiality. With a focus on effective communication and problem-solving, this position offers an exciting opportunity to contribute to a diverse and inclusive workplace that values excellence and integrity.

Benefits

Health insurance

Tuition reimbursement

Paid sabbaticals

401(k)

Paid time off

Family leave

Qualifications

• 2-3 years of administrative or law firm experience preferred.
• Ability to work independently and securely handle confidential information.

Responsibilities

• Provide administrative support for time entry and expense reimbursements.
• Manage multiple requests with deadlines and assist in project-based tasks.

Skills

Effective communication skills

Proficiency in Microsoft Office

Problem-solving skills

Customer-centric mindset

Ability to handle confidential information

Education

2-year or 4-year degree

Tools

Microsoft Office

Outlook

IntApp

Elite 3E

Webex

iManage

ServiceNow

Job description

Job Description:

The Hub Administrative Specialist provides administrative support for non-legal tasks submitted by the firm's Legal Practice Assistants on behalf of assigned timekeepers. The role also involves project-based support for tasks 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.

Additionally, as a member of Perkins Coie’s professional support staff, the specialist promotes and maintains the firm's reputation, adhering to the highest standards of professionalism and confidentiality.

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

Essential Functions:

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

Required Skills:

• Effective communication skills, both oral and written.
• Comfort with video conferencing tools for engaging with colleagues and clients.
• Proficiency in Microsoft Office applications; interest in learning additional applications like MacPac/Big Hand Create, DocXTools, PowerPoint, and Adobe Pro.
• Familiarity with legal terminology and legal documentation development.
• Ability to work independently and effectively in remote team settings, with guidance as needed.
• Ability to handle sensitive, confidential information securely.
• Strong problem-solving skills and resilience.
• Customer-centric mindset, adaptability to workflow processes, and openness to change.
• Proven ability to work under pressure and meet deadlines.
• Judgment, independence, organization, and a positive attitude.
• Availability to work from 1:30 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 committed to excellence, integrity, and collaboration. The firm promotes diversity and inclusion and offers competitive benefits including health insurance, tuition reimbursement, paid sabbaticals, bonuses, 401(k), paid time off, and family leave.