Client Administrative Specialist

Perkins Coie•Portland, OR

3d•$81,530 - $129,530

About The Position

Perkins Coie is searching for a Client Administrative Specialist who provides high-level administrative and operational support for a significant law firm client. The ideal candidate is responsible for ensuring accuracy in timekeeping, billing processes, and document management. This role requires strong attention to detail, excellent organizational skills, and the ability to analyze information to help resolve complex issues while managing multiple priorities and deadlines. The ideal candidate can work both independently and collaboratively, communicates effectively with all levels of staff, and is proficient in Microsoft Excel, Adobe forms, and general office technology. ESSENTIAL FUNCTIONS These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation. Pro Forma Management and Compliance Utilize and adapt to billing systems: Demonstrate proficiency in learning and applying various functions within the billing platform, including management of pro formas. Ensure compliance with client billing guidelines: Review and confirm time entries to align with established billing protocols. Facilitate effective communication: Collaborate with attorneys and legal practice assistants to gather necessary information for accurate pro forma processing. Advance billing workflow: Monitor and drive the progression of bills through the pro forma process to ensure timely completion. Coordinate deadline reminders: Proactively send reminders to lawyers as billing deadlines approach to support timely submissions. Process billing in accordance with deadlines: Accurately process pro formas and final bills to meet strict month-end requirements. Client Administrative Support Manage internal firm processes for opening new matters. Manage and update spreadsheets for tracking rates, matters and approved timekeepers (for new and existing matters). Approve/manage expense reports, including gathering receipts. Provide occasional training/materials for attorneys and LPAs (covering time entry, billing and processing of new matters in accordance with client billing guidelines). Assist with annual rate changes, annual partner statistical adjustments and miscellaneous reports/audits as requested. Draft monthly budget updates for matters managed by client lead. Act as a liaison among various internal departments as well as with client’s legal team. Assist in ad hoc reporting requests and annual audit confirmation between client and firm. Administer and maintain all spreadsheets needed by Perkins Coie to reconcile client’s audit figures. Perform other duties, as assigned. Be present at work during regularly scheduled working hours and as needed in the position, consistent with the firm’s attendance expectations.

Requirements

Good knowledge of timekeeping, legal environment, and billing procedures.
Superb attention to detail.
Demonstrated research and analytical skills for use in problem-solving work and ability to recommend solutions to complex problems.
Ability to work independently and in a team environment.
Ability to establish effective working relationships with all levels of firm personnel.
Ability to express self effectively, both orally and in writing.
Strong command of the English language including excellent spelling, grammar, punctuation, form and style.
Ability to operate computer and perform word processing techniques.
Good knowledge of Excel and Adobe forms software.
Familiarity with basic office equipment.
Excellent organizational skills for prioritizing workload.
Ability to multi-task and perform on deadline.
Excellent communication and presentation skills.
Requires a bachelor’s degree and a minimum of 6-7 years of high-level paralegal or other equivalent legal support experience.
Advanced knowledge of legal billing procedures.

Nice To Haves

Experience working directly with law firm partners and top clients highly preferred.

Responsibilities

Utilize and adapt to billing systems: Demonstrate proficiency in learning and applying various functions within the billing platform, including management of pro formas.
Ensure compliance with client billing guidelines: Review and confirm time entries to align with established billing protocols.
Facilitate effective communication: Collaborate with attorneys and legal practice assistants to gather necessary information for accurate pro forma processing.
Advance billing workflow: Monitor and drive the progression of bills through the pro forma process to ensure timely completion.
Coordinate deadline reminders: Proactively send reminders to lawyers as billing deadlines approach to support timely submissions.
Process billing in accordance with deadlines: Accurately process pro formas and final bills to meet strict month-end requirements.
Manage internal firm processes for opening new matters.
Manage and update spreadsheets for tracking rates, matters and approved timekeepers (for new and existing matters).
Approve/manage expense reports, including gathering receipts.
Provide occasional training/materials for attorneys and LPAs (covering time entry, billing and processing of new matters in accordance with client billing guidelines).
Assist with annual rate changes, annual partner statistical adjustments and miscellaneous reports/audits as requested.
Draft monthly budget updates for matters managed by client lead.
Act as a liaison among various internal departments as well as with client’s legal team.
Assist in ad hoc reporting requests and annual audit confirmation between client and firm.
Administer and maintain all spreadsheets needed by Perkins Coie to reconcile client’s audit figures.
Perform other duties, as assigned.
Be present at work during regularly scheduled working hours and as needed in the position, consistent with the firm’s attendance expectations.