HUB Administrative Specialist

Perkins Coie; Chicago (IL); Remote; USD 50,000 - 70,000; Full time

Job summary

A leading law firm seeks a Hub Administrative Specialist to provide remote administrative support across various tasks for timekeepers and their representatives. This role involves managing multiple projects effortlessly, utilizing Microsoft Office, and ensuring confidentiality while delivering high-quality service. A degree and relevant experience in a law firm setting are preferred.

Qualifications

• 2-3 years administrative or law firm experience preferred.
• Ability to work effectively remotely and manage time zones.
• Strong work ethic and organization are essential.

Responsibilities

• Provide administrative support including time entry, expense reconciliation.
• Assist in data entry, internet research, and document processing.
• Coordinate multiple projects efficiently within deadlines.

Skills

Communication

Problem Solving

Customer Focus

Microsoft Office

Confidential Handling

Education

2-year or 4-year degree

Job description

Job Description:

The Hub Administrative Specialist will primarily provide administrative support for non-legal tasks submitted by the firm’s Legal Practice Assistants on behalf of the timekeepers to which they are assigned. In addition, the Hub Administrative Specialist will provide project-based support for tasks submitted to the Hub from various customers (LPAs, administrative groups, timekeepers, etc.). As a member of the Shared Services team, this role is part of the firm’s internal service delivery model and indirectly supports the firm’s timekeepers.

In addition, as a member of the Perkins Coie business professional support team, this position is responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Specialist is expected to maintain the highest level of professional conduct and confidentiality.

Please note this is a fully remote position. The work schedule is Monday-Friday 12:30 pm-9 pm Pacific Time.

ESSENTIAL FUNCTIONS

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

• Provide support for administrative requests submitted to the Hub, initially to include time entry, expense reconciliation, check requests, and submission of new matters via the firm’s PBI database. Support is especially needed in times of peak demand and weekly/monthly deadlines.
• Be a primary resource for time-intensive and/or recurring projects that have been assigned to the Hub’s Special Project Team. Such projects may entail data entry, light internet research, and document processing.
• Effectively use operational tools within the Hub, including Outlook, Webex, iManage, and ServiceNow (workflow tool) according to established protocols. Adhere to best practices for completing tasks, which may include enhanced utilization of firm software.
• Capture project time and data as required to produce operational reports and metrics.
• Ability and desire to work as part of a centrally managed team.
• Must be able to prioritize and coordinate multiple projects efficiently and simultaneously.

SPECIFIC SKILLS REQUIRED

• Ability to express oneself effectively, both orally and in writing.
• Solid knowledge of Microsoft Office applications, and with interest/aptitude in using/learning additional applications such as MacPac/Big Hand Create, DocXTools, and Adobe Pro.
• Familiarity with legal terminology and development of legal documentation.
• Ability to work effectively in teams and independently, with direction provided to complete complex tasks.
• Ability to handle sensitive and/or confidential documents and information.
• Strong problem-solving capability and resiliency.
• Customer-focused orientation, comfort with systems and processes, ability to handle change positively, and comfort in taking direction and work assignments from peers.
• Proven ability to work well under pressure and meet tight deadlines.
• Ability to exercise judgment and work independently.
• Must have a positive attitude, strong work ethic and be highly organized.
• Ability to work remotely.
• Ability to work 2nd shift (Monday-Friday 12:30 pm-9 pm Pacific Time).

EDUCATION AND EXPERIENCE

• 2-year or 4-year degree preferred.
• One to three years of administrative or law firm experience is preferred.

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