HUB Administrative Specialist

Perkins Coie LLP; Phoenix, City of Troy (AZ, NY); On-site; USD 40,000 - 75,000; Full time

Job summary

An established industry player is seeking a Hub Administrative Specialist to provide essential administrative support for its legal team. This role involves managing high-volume requests, engaging in project-based tasks, and utilizing various operational tools to enhance service delivery. The ideal candidate will thrive in a collaborative environment, demonstrating strong communication and problem-solving skills while maintaining professionalism and confidentiality. If you're a self-motivated individual looking for a dynamic work environment, this opportunity offers the chance to contribute to a respected firm that values integrity and diversity.

Benefits

Health insurance

Tuition reimbursement

Paid sabbaticals

401(k)

Paid time off

Parental leave

Holidays

Family care benefits

Qualifications

• 2-4 years of administrative experience, preferably in a law firm.
• Strong communication skills and ability to handle confidential information.

Responsibilities

• Provide administrative support for time entry and expense reimbursements.
• Coordinate multiple projects efficiently and engage with remote team members.

Skills

Effective verbal and written communication skills

Proficiency in Microsoft Office

Knowledge of legal terminology

Strong problem-solving skills

Ability to work independently

Customer-focused attitude

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 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 model and indirectly supports the firm's timekeepers.

Furthermore, as a member of Perkins Coie’s professional support staff, the specialist promotes and maintains the firm's reputation, adhering to high standards of professionalism 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 accommodation:

1. Provide prompt support for administrative requests such as time entry, expense reimbursements, invoice retrieval, check requests, and submission of new clients and matters via the firm’s PBI database. Handle high-volume requests with weekly and monthly deadlines.
2. Serve as the primary resource for time-intensive or recurring projects assigned to the Hub's Special Project team, including data entry, internet research, and document processing.
3. Use operational tools like 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 produce operational reports and metrics.
6. Engage effectively with remote team members and work collaboratively within a centralized team environment.
7. Prioritize and coordinate multiple projects efficiently and simultaneously.

REQUIRED SKILLS

• Effective verbal and written communication skills.
• Comfort with engaging colleagues and clients via video conferencing.
• Proficiency in Microsoft Office; interest in learning applications like MacPac/Big Hand Create, DocXTools, PowerPoint, and Adobe Pro.
• Knowledge of legal terminology and legal documentation development.
• Ability to work independently and remotely with minimal supervision.
• Handling sensitive and confidential information securely.
• Strong problem-solving skills and resilience.
• Customer-focused attitude, adaptable to workflow changes, and receptive to feedback.
• Capability to work under pressure and meet deadlines.
• Judgment, organization, and a positive attitude.
• 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.

At Perkins Coie, we value self-motivated individuals committed to excellence, integrity, and collaboration. We promote diversity and inclusion and offer benefits such as 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 provided for Colorado and Washington state.