Administrative Support Coordinator

Greenberg Traurig•Philadelphia, PA

3d•Remote

About The Position

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment. Join our Administrative Support Team as an Administrative Support Coordinator located in our Philadelphia and Phoenix offices. We are seeking a detail-oriented and organized professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong administrative skills, a high degree of professionalism, and the ability to manage multiple priorities with accuracy and efficiency. With excellent communication skills and a collaborative spirit, you will provide seamless support to attorneys, legal support specialists, and business staff across the firm. If you are someone who demonstrates initiative, adaptability, and a client-focused mindset, we invite you to join our team. 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. 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. Candidate should also be flexible to work overtime as needed.

Requirements

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
Bachelor's Degree or equivalent experience is preferred
Minimum of 2 years of administrative experience in a professional services organization; law firm experience preferred
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
Ability to learn new software applications quickly is essential

Nice To Haves

Experience with iManage (document management database) and Intapp Open (time entry database) preferred
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

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