Administrative Support Specialist

Firm: Hall Benefits Law Type: Full-Time Location: Remote / Hybrid — West Coast (Pacific Time) HBL is growing — and we're looking for a sharp, detail-oriented Administrative Support Specialist to join our team. If you thrive in a fast-paced legal environment, take pride in doing things right the first time, and want to be a true partner to a talented group of attorneys, we'd love to meet you. About Us HBL Law is a boutique law firm built on a foundation of trust, integrity, and genuine commitment to our clients. We’re a close-knit, collegial team where professionalism and people go hand in hand – a place where your contributions are noticed, your voice is heard, and the work you do makes a real difference. Here, you won’t get lost in a large corporation; you’ll be part of a firm where every team member matters and excellence is a shared standard. The Role This is a newly created, full-time Administrative Support Specialist position providing comprehensive legal and administrative support to our attorneys – with a particular emphasis on supporting our West Coast team and Managing Partner during Pacific Time business hours. You’ll play a central role in our day-to-day operations, with ownership of our NetDocs document management system and a wide range of client-facing and internal administrative functions. What You’ll Do Be the go-to administrative resource for attorneys, with a focus on West Coast team support and the Managing Partner. Own and manage the firm’s NetDocs document management system – keeping files organized, accessible, and audit-ready. Draft, process, and track engagement letters for new and existing clients. Prepare and distribute polished new client welcome packets that set the tone for a great client relationship. Track and submit Continuing Legal Education (CLE) filings, ensuring attorneys stay current and compliant. Support IRS and Department of Labor (DOL) filings and related administrative tasks as directed. Keep calendars running smoothly – scheduling, coordinating, and managing logistics for attorney meetings and appointments. Handle correspondence with professionalism: drafting, proofreading, and formatting letters and emails. Maintain accurate, up-to-date client files in line with firm standards. Support new client and matter onboarding from start to finish. Serve as a reliable West Coast presence – available and responsive during Pacific Time business hours. Communicate on behalf of the firm with clients, opposing counsel, and third parties with courtesy and discretion. Pitch in on general operations and take on other duties as the firm grows. What We’re Looking For Minimum 5 years of administrative experience, preferably within a legal or professional services environment. Proficiency with document management systems; hands‑on experience with NetDocs is strongly preferred. Familiarity with legal processes, terminology, and standard document types, including engagement letters, regulatory filings, and client intake materials. Experience with IRS and/or DOL filings is a plus. Strong organizational skills with the demonstrated ability to manage multiple priorities, competing deadlines, and shifting responsibilities effectively. Excellent written and verbal communication skills, with meticulous attention to detail in all correspondence and documentation. High level of discretion and commitment to confidentiality when handling sensitive client and firm information. Proficiency in Microsoft Office Suite (Word, Outlook, Excel) and other standard office productivity software. Proven ability to work independently and exercise sound judgment in a hybrid or fully remote work environment. Must be available and reliably responsive during West Coast (Pacific Time) business hours to meet the needs of the firm and its attorneys. Why HBL Culture A collaborative, close‑knit team where every role matters. A firm that values trust, integrity, and a genuine commitment to client service. Open‑door culture – leadership is accessible and your voice is heard. A team that takes the work seriously but doesn’t take itself too seriously. Flexibility & Work Arrangement Remote and hybrid flexibility – work from where you do your best work. A results‑oriented environment where performance speaks for itself. Growth & Training Hands‑on training and onboarding to ensure you hit the ground running. Ongoing professional development opportunities and exposure to a broad range of practice areas. Direct collaboration with experienced attorneys gives you learning opportunities. Room to grow as the firm grows – this is a newly created role with real potential to evolve. Benefits Competitive compensation commensurate with experience. Health, dental, and vision benefits (details discussed during offer). Paid time off and firm holidays. Supportive management that invests in your success. How to Apply We’d love to hear from you. Apply directly through LinkedIn. In your cover letter, tell us a little about your experience with legal administrative support and what draws you to a firm like ours. We look forward to connecting. #J-18808-Ljbffr Hall Benefits Law, LLC