Administrative Support Coordinator

About the Role

The Administrative Support Coordinator is part of a dedicated team established to assist attorneys, legal support specialists, and business staff with routine administrative tasks. This is a shared services position that provides support throughout the firm in a largely remote manner. The role encompasses a broad range of administrative functions, including expense processing, document management, travel coordination, and time entry support. This role will be based out of the Philadelphia and Phoenix office on a remote basis. Regular availability is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Administrative Support Supervisor. Candidate should also be flexible to work overtime as needed.

Responsibilities

• Processes attorney and business staff reimbursement expenses, as well as reconciles credit card charges
• Submits check and invoice requests
• Submits intake requests and performs basic preliminary conflict checks
• Organizes electronic client files in iManage (document management database)
• Submits time entry into Intapp Open (time entry database)
• Requests research articles from outside vendors
• Coordinates travel arrangements
• Prepares engagement letters
• Assists with other departmental tasks and special projects as assigned, including project-based work, minor data entry, mailings, and related tasks

Qualifications

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 such information as confidential
• Ability to apply critical thinking skills and work under pressure to meet strict deadlines
• Strong ability to collaborate effectively within a team environment

Education & Prior Experience

• Bachelor's Degree or equivalent experience is preferred
• Minimum of 2 years of administrative experience in a professional services organization; law firm experience preferred

Technology

• Proficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook required
• Proficiency with Adobe Acrobat, document management systems, and other office technologies required
• 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