Administrative Support Coordinator

Administrative Support CoordinatorGreenberg 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.Position SummaryThe 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.Key ResponsibilitiesProcesses attorney and business staff reimbursement expenses, as well as reconciles credit card chargesSubmits check and invoice requestsSubmits intake requests and performs basic preliminary conflict checksOrganizes electronic client files in iManage (document management database)Submits time entry into Intapp Open (time entry database)Requests research articles from outside vendorsCoordinates travel arrangementsPrepares engagement lettersAssists with other departmental tasks and special projects as assigned, including project-based work, minor data entry, mailings, and related tasksQualificationsSkills & CompetenciesSkilled in handling administrative tasks such as attorney time entry, travel arrangements, and processing invoices and expensesHigh attention to detail, outstanding organizational skills, and the ability to multi-task, prioritize workload, and manage time effectivelyExcellent interpersonal and communication skills (oral and written), professional demeanor and presentationAbility to recognize confidential, sensitive, and proprietary information and maintain such information as confidentialAbility to apply critical thinking skills and work under pressure to meet strict deadlinesStrong ability to collaborate effectively within a team environmentEducation & Prior ExperienceBachelor's Degree or equivalent experience is preferredMinimum of 2 years of administrative experience in a professional services organization; law firm experience preferredTechnologyProficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook requiredProficiency with Adobe Acrobat, document management systems, and other office technologies requiredExperience with iManage (document management database) and Intapp Open (time entry database) preferred; ability to learn new software applications quickly is essentialUnderstanding of AI capabilities, limitations, and responsible use in a professional environmentFamiliarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work qualityGT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual's race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.