Office Assistant/Foreign Invoice Specialist

Key Responsibilities:

Administrative & Office Support

• Serve as a first point of contact by answering and directing phone calls and managing reception emails
• Greet and assist visitors, including coordinating Source Code Review support when applicable
• Schedule conference rooms, meetings, and office events
• Order and maintain office supplies, beverages, and catering
• Assist with large copy projects and general administrative requests
• Provide support to the Office Administrator, Office Managing Partner, and staff
• Serve as backup support for administrative and facilities-related functions

Foreign Invoice & Accounting Support

• Process expense reports and invoices, including foreign vendor and foreign counsel invoices
• Coordinate with Accounting regarding invoice approvals, payments, and status updates
• Monitor invoice approvals, follow up with attorneys, and resolve overdue items
• Support annuity accounts, deposit account tracking, and related client or attorney inquiries

Mail, Shipping & Records Management

• Process and distribute incoming and outgoing mail, including certified mail
• Prepare UPS and other outgoing shipments
• Coordinate shredding, document destruction, and off-site storage with Records and Iron Mountain
• Assist with file transfers and records management requests

Client & Matter Support

• Request conflict checks and assist with opening and closing client and matter records
• Coordinate updates and corrections to client and matter data in Aderant/FileTrail
• Support litigation and administrative needs across the office, including conversion projects

Reporting & Administrative Tracking

• Prepare reports for attorneys, clients, and third-party vendors
• Track invoices, shipments, and administrative workflows to ensure timely completion

Qualifications:

• High school diploma or equivalent required; Associate degree preferred
• Minimum of 3 years of prior office or administrative experience
• Strong communication, organization, and client service skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office and Adobe Professional
• High attention to detail, including strong proofreading and accuracy skills
• A positive, flexible, and proactive team player
• Willingness to work overtime as needed

Quarles is an equal opportunity employer.

Quarles & Brady offers competitive salaries, bonus and great benefits to employees including paid time off, health, vision, dental, 401k, life, disability and much more. Benefit eligibility is dependent on hours. Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience, education and skills of the applicant, and other job-related factors. The range for individuals located in Denver is $19.54 – $29.31/hour.

If you have any questions or require additional information regarding this position, please contact:

Jennifer McKinney, Senior Manager, Recruiting and Operations, jennifer.mckinney@quarles.com