HUB Administrative Specialist

Perkins Coie; Phoenix (AZ); Remote; USD 46,000 - 67,000; Full time

Job summary

A leading company seeks a HUB Administrative Specialist to provide administrative support for non-legal tasks. This remote role involves engaging with a team, managing multiple projects, and maintaining confidentiality. Ideal candidates will have strong communication skills and experience in administrative roles, particularly within legal environments. The position offers a flexible schedule and a range of benefits.

Benefits

Health insurance

Tuition reimbursement

Paid sabbaticals

Bonuses

401(k)

Paid time off

Qualifications

• 1-3 years of administrative or law firm experience preferred.
• Ability to handle sensitive/confidential information securely.

Responsibilities

• Provide efficient support for administrative requests including time entry and expense reimbursements.
• Serve as the primary resource for time-intensive projects involving data entry and document processing.

Skills

Effective communication

Problem-solving

Customer-oriented mindset

Education

2-year or 4-year degree

Tools

Microsoft Office

Outlook

Webex

Adobe Pro

Job description

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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 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, the role is part of the firm’s internal service delivery model and will be indirectly supporting the firm’s timekeepers.

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

Work schedule is Monday-Friday 1:30 – 9:00 PM Pacific.

Please note this is a 100% remote position.

Essential Functions

• Provide efficient and prompt support for all administrative requests submitted to Shared Services, including time entry, expense reimbursements, invoice retrieval, check requests, and submission of new clients and matters via the firm’s PBI database. This role involves handling a high volume of work requests with weekly and monthly deadlines.
• Serve as the primary resource for time-intensive and/or recurring projects assigned to the Hub’s Special Project team, involving data entry, internet research, and document processing.
• Use operational tools within the Hub such as Outlook, IntApp, Elite 3E, Webex, iManage, and ServiceNow according to protocols.
• Follow best practices for task completion, including effective use of firm software.
• Capture project time and data for operational reports and metrics.
• Engage effectively with a remote team and work as part of a centrally managed team.
• Prioritize and coordinate multiple projects efficiently and simultaneously.

Required Skills

• Effective communication skills, both oral and written.
• Comfort with engaging via video conferencing.
• Proficiency in Microsoft Office and 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 in remote teams, handling complex tasks with guidance.
• Ability to handle sensitive/confidential information securely.
• Strong problem-solving skills and resilience.
• Customer-oriented mindset, adaptable to workflow processes and change, receptive to direction.
• Proven ability to work under pressure and meet deadlines.
• Judgment, organization, positive attitude, and strong work ethic.
• Availability to work 1:30 - 9:00 PM Pacific Time and remotely.

Education & Experience

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

Perkins Coie values diversity and inclusion, emphasizing collaboration, integrity, and enthusiasm. Benefits include health insurance, tuition reimbursement, paid sabbaticals, bonuses, 401(k), paid time off, and more. Compensation ranges vary by location: Colorado ($46,790 - $66,600), Washington ($53,310 - $75,870).