Project Assistant

Troutman Pepper Hamilton Sanders; San Diego (CA); Hybrid; USD 43,000 - 75,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Troutman Pepper Hamilton Sanders is seeking a Project Assistant in the Finance & Banking practice in San Diego to support attorneys and paralegals during peak workloads. The role emphasizes learning procedures, assisting daily operations, and ensuring accurate service delivery, with an annual billable hour requirement.

You will help with filings, closings, lien searches, prebills, and vendor invoices, while maintaining organized records and strict confidentiality across remote, hybrid, and

Qualifications

• Bachelor’s degree or equivalent education/experience.
• Experience in a law firm or professional services is beneficial.
• Proficiency with DocuSign, SimplyAgree, or similar closing workflows.

Responsibilities

• Assist with preparing, submitting, and tracking UCC filings and searches.
• Prepare financing statements and post closings.
• Review closing checklists, ancillary documents, and consistency letters.
• Compile and transmit signature packets via DocuSign.
• Review insurance certificates and subscription agreements.
• Draft lien search charts and review good standing certificates.
• Open matters, draft prebills, and track invoices.
• Maintain organized records and meet billable hour requirements.
• Ensure confidentiality of firm and client information.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Teamwork

Client-service mindset

Education

Bachelor’s degree

Tools

DocuSign

SimplyAgree

Microsoft Office

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

The Project Assistant in the Finance & Banking practice group works closely with attorneys and serves as a backup resource to paralegals and legal support professionals, helping to maintain consistent service delivery during peak workloads and staff absences. The Project Assistant focuses on learning established procedures, supporting the group's daily operations, and ensuring the efficient and accurate delivery of services to both internal and external stakeholders. This position includes an annual billable hour requirement.

Essential Responsibilities:

• Assist with preparing, submitting, and tracking UCC filings and searches, along with obtaining and distributing confirmations and file copies.

• Assist with preparing and submitting financing statements and post closings.

• Assist with ordering and reviewing post-closing searches, closing checklists, ancillary documents, and consistency letters.

• Assist with preparing closing packages and performing quality-check reviews.

• Assist with compiling and transmitting signature packets via DocuSign.

• Assist with reviewing insurance certificates and subscription agreements.

• Assist with ordering and reviewing lien searches and drafting lien search charts.

• Assist with ordering and reviewing good standing certificates and articles of incorporation.

• Assist with conducting judgment, tax, and litigation searches.

• Assist legal support professionals with reviewing prebills; drafting and tracking status of invoices; opening new matters; organizing and submitting vendor invoices for payment.

• Maintain organized records, calendars, tickler systems, and trackers in firm databases and document management systems; follow established procedures, workflows, and deadlines; and provide coverage and support for other team members as needed.

• Accurately track and record client-billable time to meet minimum billable hour requirements.

• Maintain strict confidentiality of all firm and client information.

Required Knowledge, Skills, and Abilities:

• Familiarity with UCC filings and searches, with a willingness to develop deep proficiency over time.

• Strong attention to detail, organizational skills, and follow-through, with the ability to manage multiple tasks and competing priorities under supervision.

• Clear and professional written, verbal, and interpersonal communication skills, with a responsive client-service mindset and sound professional judgment.

• Ability to work effectively in a team environment, proactively seek guidance when appropriate, and escalation questions or issues as needed.

• Demonstrated commitment to confidentiality, regulatory compliance, and adherence to firm policies and procedures.

• Ability to work efficiently both independently and collaboratively to support consistent and efficient workflow processes.

• Ability to perform effectively across remote, hybrid, and in-office work environments.

• Ability to quickly learn and effectively utilize firm systems and technology platforms, including iManage and Intapp.

Required Education:

• Bachelor’s degree or a combination of education, training, and experience that demonstrates the ability to perform the essential duties of the position.

Preferred Education:

• N/A

Certification(s):

• N/A

Required Qualifications:

• Minimum two (2) years of experience in a law firm, corporate services, or professional services environment beneficial.

• Experience with corporate filings and document management systems.

• Experience with DocuSign, SimplyAgree, or other similar tools used to manage closing workflows.

• Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook, Teams).

Preferred Qualifications:

• N/A

#LI-Hybrid

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [e-mail].

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience.

Hiring Salary Range:

$43,000.00 - $75,000.00