Administrative Support Coordinator
Greenberg Traurig (GT) is a global law firm with locations across 15 countries, offering competitive compensation, an excellent benefits package, and a collaborative work environment. This role is based in our Philadelphia and Phoenix offices on a remote basis, with regular availability required for day-to-day operations, team meetings, training, and relationship building. The position reports to the Administrative Support Supervisor.
About the Role
The Administrative Support Coordinator is part of a dedicated team providing remote support to attorneys, legal support specialists, and business staff with routine administrative tasks. This shared services role encompasses a broad range of functions, including expense processing, document management, travel coordination, and time entry support. Flexibility to work overtime as needed is required.
Responsibilities
- Process attorney and business staff reimbursement expenses, as well as reconcile credit card charges
- Submit check and invoice requests
- Submit intake requests and perform basic preliminary conflict checks
- Organize electronic client files in iManage (document management database)
- Submit time entry into Intapp Open (time entry database)
- Request research articles from outside vendors
- Coordinate travel arrangements
- Prepare engagement letters
- Assist with other departmental tasks and special projects as assigned, including project-based work, minor data entry, mailings, and related tasks
Requirements
- Bachelor’s Degree or equivalent experience is preferred
- Minimum of 2 years of administrative experience in a professional services organization; law firm experience preferred
Skills & Competencies
- Skilled in handling administrative tasks such as attorney time entry, travel arrangements, and processing invoices and expenses
- High attention to detail, outstanding organizational skills, and the ability to multi-task, prioritize workload, and manage time effectively
- Excellent interpersonal and communication skills (oral and written), professional demeanor, and presentation
- Ability to recognize confidential, sensitive, and proprietary information and maintain confidentiality
- Ability to apply critical thinking skills and work under pressure to meet strict deadlines
- Strong ability to collaborate effectively within a team environment
Technology Proficiency
- Proficiency with Windows-based software and Microsoft Office Suite applications (Word, PowerPoint, Excel, Outlook)
- Proficiency with Adobe Acrobat, document management systems, and other office technologies
- Experience with iManage (document management database) and Intapp Open (time entry database) preferred; ability to learn new software applications quickly is essential
- Understanding of AI capabilities, limitations, and responsible use in a professional environment
- Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality
Benefits
GT offers competitive compensation and an excellent benefits package.