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Thompson Hine LLP · 1 day ago

Administrative Assistant

Cleveland, OH

Full-time

Onsite

Mid, Senior Level

$55K/yr - $85K/yr

5+ years exp

Thompson Hine LLP is seeking a highly organized and tech-savvy Administrative Assistant to join their Cleveland office. The role involves providing administrative and operational support to the Project Management Consultants (PMC) team, including managing communications, travel arrangements, and invoicing.

AdviceConsultingLegal

Hiring Manager

DeMons Hambrick

Responsibilities

Provide telephone service for PMC Consultants, including but not limited to, answering incoming calls, communicating telephone messages, and scheduling conference calls

Establish and maintain the calendar for PMC Consultants. Monitor all incoming communications for PMC Consultants

Coordinate travel arrangements and travel folder for PMC Consultants and process business travel expenses

Provide administrative support for PMC facilitations. This may include local travel. Draft and edit notes from facilitations

Enter time into the timekeeping system

Assist with preparation and processing of invoices to PMC clients. Receive and log PMC checks and deliver to finance for deposit. Meet with Finance Department regarding PMC accounting issues and accounts receivable

Receive and process invoices from PMC subconsultants, enter time into timekeeping system, and prepare check requisitions for payment of subconsultant services

Respond to Construction Group Attorneys and PMC Consultants request for information and/or written materials. Review and edit proposals and other written materials prepared by PMC staff

Plan and coordinate aspects of multi-party conferences and facilitations, including but not limited to, scheduling location, catering, attendee communication, and compiling documentation

Other duties as assigned

Qualification

MS OfficeAdministrative experienceBluebeamTyping speed 75 wpmCustomer service skillsProofreading skillsInterpersonal skillsOrganizational skills

Required

High school diploma or equivalent required

Five + years of Administrative Assistant experience within a construction, engineering or architectural firm is highly desirable

Proficient in software and terminology relevant to practice group area

MS Office application -- Excel, Word, Windows, PowerPoint, Outlook, etc

Knowledge of industry software such as Bluebeam

Experience verifying calculations on forms and documents

Ability to work independently

Ability to meet deadlines and adhere to time constraints

Ability to organize and prioritize numerous tasks

Possess interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, lawyers, and staff

Excellent grammar, proofreading, and editing skills

Ability to adjust work schedule, if required

Ability to operate computer, typewriter, transcriber, and other office equipment

Ability to type 75 words per minute

Knowledge of drafting and typing correspondence, memoranda, and other legal documents

The ability to screen telephone calls in a professional manner; the ability to effectively record and communicate messages

The ability to be a team player and effectively work closely with administrative support staff (word processing, receptionists, Office Services, accounting and billing, etc.)

The position may require the ability to adapt to new technologies and/or add new job duties as directed

Excellent customer service skills and telephone etiquette are mandatory

Regular attendance and punctuality are essential functions of this job

Ability to handle tasks under pressure

Ability to adjust work schedule to work other hours, as required

This position requires the employee to work onsite at a specified Thompson Hine office location based on a schedule determined by the Manager for the benefit of the department and firm. Changes to the location and/or schedule must be approved by the Manager and Human Resources. The incumbent in this position is not eligible for remote work for the first 90 days of employment, absent the employee's office working in business continuity mode

Preferred

Bachelor's degree, preferred but not required

Preferred background in legal, construction, and billing

Benefits

Medical, dental, and vision insurance

Paid Time Off (PTO)

Company

Thompson Hine LLP

Thompson Hine LLP, a full-service business law firm with over 400 lawyers in 10 offices, was ranked number 1 in the category “Most innovative North American law firms: New working models” by The Financial Times and was 1 of 7 firms shortlisted for The American Lawyer’s inaugural Legal Services Innovation Award.

Founded in 1911

Cleveland, Ohio, USA

501-1000 employees