Administrative Floater

4 weeks ago

Houston, United States Wegman Full time
Job DescriptionJob DescriptionOur client is seeking an Administrative Floater to provide a broad range of administrative support to assigned legal personnel, including back-up support for secretaries during planned and unplanned absences. A successful candidate for this position must have strong word processing skills and the ability to effectively handle multiple due diligence details for several transactions or litigation proceedings concurrently.
  • Accurately drafts, edits, and proofs documents and correspondence for review by assigned legal personnel.
  • Opens client files and initiates conflicts checks.
  • Assists with the monthly billing process; communicates required edits on billing proformas to Billing Clerk; prepares correspondence for each client invoice and submits revised proformas and drafted letters to lawyers for approval; mails/emails specific invoices to clients.
  • Inputs attorney time as needed utilizing the Firm’s time entry software on a regular basis.
  • Responsible for answering phone calls and taking messages, scheduling appointments, and performing other tasks related to maintaining assignments’ calendars, scheduling and coordinating meetings, and conference calls, including travel, lodging, transportation, and meal arrangements.
  • Opens and sorts all incoming mail; alerts legal personnel of deadline-sensitive materials or correspondence requiring immediate attention; handles deliveries and FedEx shipments.
  • Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
  • Performs other duties as requested.
Qualifications
  • Four-year college degree is highly preferred, although a high school diploma or equivalent and four years of work experience is acceptable.
  • Minimum of 1-2 years of relevant experience in a professional services environment, along with knowledge of terminology and procedures applicable to firm’s practice areas of legal personnel.
  • Strong working knowledge of Word, Outlook, and PDF software (ability to manipulate and edit PDFs using Acrobat, Nuance, etc.) is required; knowledge of Excel is highly preferred.
  • Requires accurate typing skills, good grammar, spelling, punctuation, and proofreading skills.
  • Highly organized and detail-oriented; possesses the ability to manage and prioritize multiple projects simultaneously, the ability to routinely perform with short deadlines, the ability to work effectively with others to complete assigned tasks, and the ability to function as a member of a team to ensure overall quality and timeliness of projects, as well as assist other secretaries when workload permits.
  • Strong verbal and written communication skills to work with all levels of firm personnel as well as with individuals outside the firm.
  • Must be reliable, a self-starter, and have a professional demeanor.
  • The availability to work in the office daily from 8:30 a.m. to 5:30 p.m., as well as additional hours as needed.

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