Administrative Associate (Legal Services)

Company Description

Williams Lea, by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly.

Job Description

The Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as expense reports, time entry, invoice entry, calendar and phone management and opening client matters.  

• (* denotes an “essential function”)

• Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, editing/transcribing documents, data entry for expenses/time/invoices/other 

• Communicate with team members, lead, supervisor or client on job or deadline issues 

• Interact with clients over the phone, via video or electronically

• Prioritize workflow 

• *Work with internal and client teams/departments

• *Perform minimal analytical related assignments

• *Generate and disseminate billing information and correspondence

• *Prepare and distribute client reports and information

• *Maintain spreadsheets and track results and activities

• *Support departmental initiatives and projects

• *Ensure all client specific needs are met regarding billing processes, alternative billing arrangements, etc. while adhering to Williams Lea policies.

• Perform other duties and special projects as assigned

• Work collaboratively with department's manager to support e-billing systems by adding/removing user accounts, resetting passwords, assigning proper security levels, entering budgets, status reports, and matter profiles in various sub-systems

• Pulling expense backup for billing and collection team (concur, psship)

• Track insurance matters for recaps

• Manually edit invoices to reflect finalized insurance adjustments 

• Review client billing notes 

• QC invoice delivery

• Manage invoice delivery folders for kick outs

• *Act as liaison between billing attorney/secretarial staff, and clients' staff assigned to electronic billing by providing expert level subject matter support

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.

• Ability to work overtime as needed.

• Work is performed in a professional work environment and/or work from home setting.

• Business casual and/or professional attire required. 

Qualifications

Job qualifications

• High school diploma or equivalent education

• Minimum (1) year administrative support experience in a professional organization, preferably in the legal or banking industry.  Formal education and/or training may be considered in lieu of experience.

• Skilled in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills. Basic knowledge of Microsoft Office suite

• Familiar with other software programs for providing administrative support  

• Strong attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results. Excellent organizational skills

• Ability to meet deadlines and complete all projects in a timely manner

• Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion

• Ability to exercise good judgment to make decisions that conform to business needs and policy

• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level

• Ability to maintain professional composure when working with immediate deadlines 

• Ability to work both independently and collaboratively as