HUB Administrative Specialist

Perkins Coie LLP; Oregon, Portland (IL, OR); On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking an Administrative Specialist to provide essential support for non-legal tasks. This role involves managing administrative requests, leading special projects, and utilizing various operational tools to ensure effective service delivery. Ideal candidates will possess strong communication skills, proficiency in Microsoft Office, and the ability to work independently while maintaining confidentiality. Join a collaborative team that values diversity and offers comprehensive benefits, including health insurance and paid time off. This is an exciting opportunity to contribute to a dynamic environment while developing your career.

Benefits

Health insurance

Tuition reimbursement

Paid sabbaticals

401(k)

Paid time off

Parental leave

Holidays

Family care benefits

Qualifications

• 1-3 years in administrative or law firm settings preferred.
• Ability to handle sensitive information securely.

Responsibilities

• Support administrative requests like time entry and expense reimbursements.
• Lead time-intensive projects including data entry and document processing.

Skills

Effective communication skills

Proficiency in Microsoft Office

Problem-solving skills

Customer-focused

Ability to work independently

Familiarity with legal terminology

Organizational skills

Adaptability to workflow processes

Education

2-year or 4-year degree

Tools

Outlook

IntApp

Elite 3E

Webex

iManage

ServiceNow

Adobe Pro

MacPac/Big Hand Create

DocXTools

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. Additionally, the role offers 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 and indirectly assists the firm's timekeepers.

As a member of Perkins Coie’s professional support staff, the specialist promotes and maintains the firm's reputation, upholding professional conduct and confidentiality.

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

Essential Functions:

• Support administrative requests such as time entry, expense reimbursements, invoice retrieval, check requests, and client/matter setup via the firm's PBI database, managing multiple requests with deadlines.
• Lead and support time-intensive or 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, following established protocols.
• Follow best practices for task completion, including effective use of firm software.
• Record project time and data for operational reporting and metrics.
• Engage effectively with remote teams and demonstrate a collaborative work ethic.
• Prioritize and coordinate multiple projects efficiently and simultaneously.

Required Skills:

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

Education & Experience:

• Preferred: 2-year or 4-year degree.
• Experience: 1-3 years in administrative or law firm settings preferred.

At Perkins Coie, we value self-motivated individuals committed to delivering value and service with integrity and enthusiasm. We foster a culture of collaboration, client service, and mutual respect. The firm is dedicated to diversity and inclusion and offers comprehensive benefits, including health insurance, tuition reimbursement, paid sabbaticals, bonuses, 401(k), paid time off, parental leave, holidays, and family care benefits. Compensation varies based on experience and market conditions, with ranges specified for Colorado and Washington state.