Project Administrator

JOB TITLE: Project Administrator

DEPARTMENT: Trial Practice Group

FLSA STATUS: Exempt

WORK SCHEDULE: Full-time

Overview: Duane Morris LLP, a global law firm with 900+ attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.

Position Summary:

The Project Administrator is responsible for coordinating key operational and administrative functions that support efficient business performance, accurate billing, and effective project tracking. This role will add significant value by helping manage the processing of thousands of bills each month, tracking payment activity and profitability, and supporting a variety of time-consuming administrative and project-related tasks. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities, improve workflows, and work collaboratively across teams.

Key Responsibilities:

• Manage and support the monthly processing of a high volume of bills with accuracy and timeliness.
• Track payments, aging balances, and profitability metrics across projects and accounts.
• Assist with invoice review, reconciliation, and follow-up on outstanding billing items.
• Implement and manage artificial intelligence solutions and process improvements to enhance operational efficiency across the portfolio.
• Maintain organized records related to billing, payments, project status, and related administrative functions.
• Coordinate and track multiple projects, deadlines, deliverables, and action items.
• Prepare reports, summaries, and status updates for leadership and internal stakeholders.
• Support process improvement efforts to increase efficiency, accuracy, and visibility into financial and operational activity.
• Communicate with internal teams to gather information, resolve discrepancies, and keep work moving forward.
• Assist with administrative tasks that support project execution and team operations.
• Identify opportunities to streamline repetitive or time-consuming processes.
• Perform other related duties as assigned.

Qualifications:

• Bachelor’s degree preferred, or equivalent relevant experience.
• 5+ years of experience in project coordination, administration, billing support, operations, or a related role.
• Strong organizational and time management skills.
• High attention to detail and accuracy, especially when working with financial or billing information.
• Demonstrated proficiency with artificial intelligence tools and platforms; comfort implementing new technology solutions in a professional services environment.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Excel and other business systems or reporting tools.
• Strong written and verbal communication skills.
• Ability to work independently and follow through on assignments with minimal supervision.
• Demonstrated problem-solving skills and a process-improvement mindset.

Preferred Qualifications:

• Experience with e-billing and high-volume billing or accounts-related processes.
• Background in project administration, operations support, or professional services.
• Familiarity with tracking profitability, payments, or project budgets.
• Experience creating reports or dashboards for management.
• Comfort working across departments in a law firm or professional services environment.

Benefits:

• Comprehensive healthcare, dental, vision, and prescription plans.
• Commuter, HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 20 vacations days, 11 paid holidays
• Employee Referral Bonus ($3,000.00)

Accommodation Statement: If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements. In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time. The authority to make such changes rests with the Plan Administrator.