Administrative Assistant

Administrative Assistant
Locations: USA-Phoenix-AZ-3255 East Elwood St, Suite 110
Time Type: Full time
Job Requisition Id: R0024447

It’s fun to work at a company where people truly believe in what they are doing!

Job Description:
Position Overview
The Forensics Administrative Assistant is a support position that is responsible for a wide variety of vendor management, procurement, billing, software management, auditing, and tactical activities that support the LS Forensics team and other LS divisions supporting Forensics operations. The Forensics Administrative Assistant will work closely with members of the Forensics team to support their needs across all global locations.

Job Responsibilities

• Maintain SharePoint site for regular maintenance of critical reference documents
• Manage FedEx and UPS accounts for Forensics. This includes managing billing accounts, and escalations to track lost packages and obtain custom white glove service quotes when needed.
• Assist with international shipments and Customs forms for global Forensics and in some cases, LS Operations. This includes helping to resolve Customs issues and problems with the courier services.
• Work with Procurement and assist with managing Forensic-specific vendors, bids/quotes, invoices, and (as necessary) billing for services, software, hardware, and supplies. This includes license agreements (including license count management), reviewing approved vendors, submitting quotes, reviewing quotes, negotiating pricing when applicable, resolving discrepancies with quotes, submitting pre-paid asset shell number form/pre-paid Budget codes, creating PRs in SAP or purchasing on P-Card, cost center allocations, and tracking/confirming deliverables. Coordinate multi-department orders to ensure there is no duplication of efforts (e.g., hard drive orders, shipping supplies for Forensics and Operations, etc.). Perform some of these tasks as needed for the following departments:
  • US Forensics
  • Global Forensics
  • Information Governance
• Work with Procurement to coordinate all Forensic software/hardware vendors and establish relationships with vendor sales representatives and their management. Work with Procurement to ensure favorable pricing/discounts for Forensic-specific purchases.
• Coordinate with technical support, Procurement, and vendor Sales/Management POCs to deal with urgent license and/or software issues that consultants need a resolution on as soon as possible.
• Coordinate equipment repairs with appropriate vendors.
• Coordinate and track the billing of hardware/software/3rd Party collection services purchases to projects or managed service clients.
• Resolve order disputes and process exchanges/returns/refunds as required.
• Work with Finance on orders with split cost centers and multiple internal allocations.
• Provide historical information to be used in budget forecasting and software maintenance cost tracking.
• Manage Forensics subcontractor billing and payments. This includes reviewing invoices with project managers, submitting requisitions for payment in SAP, and entering work requests for client billing in Pulse. Resolve issues like missing documentation and required expense receipt submissions with subcontractors.
• Coordinate global Forensics training requests, including registration and fee payments.
• Coordinate and/or assist with team meetings logistics (hotel/meeting rooms, food, etc.) as needed.

Work Hours and Location

• This position will be a flexible hybrid onsite + remote position if hired in Phoenix, or a fully remote position if hired outside of Phoenix. Candidates in the Phoenix, AZ metro area are preferred, but not required. If hired in the Phoenix, AZ metro area the individual will be asked and encouraged to work onsite one or more days per week to become part of an onsite forensic team within our forensic lab.
• This position is full-time. Hours of work will be Monday through Friday during normal U.S. business hours. Work hours may be adjusted to speak to international offices in different time zones as required in the performance of job duties.

Professional Skills and Requirements:

• Requires strong multi-tasking, organizational, writing, briefing, analytical, and problem-solving skills. Attention to detail and prioritizing tasks is crucial.
• Ability to work in a fast-paced, high-pressure environment and effectively manage time to meet strict deadlines and time constraints.
• Excellent interpersonal and communication skills, as well as a demonstrated ability to work independently as well as in a team environment.
• Good negotiating skills and the ability to maintain relationships. Ability to tolerate conflicts and unclear situations.
• Good skills in Microsoft 365 applications, including Word, Excel, PowerPoint, and online SharePoint. Some experience and knowledge of SAP is preferred.
• Proven ability to productively work in a remote/home-office business environment.

If you like wild growth and working with happy, enthusiastic over-achievers, you’ll enjoy your career with us!

It is Epiq’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.

About Us
Epiq is a leading global provider of integrated technology and services for the legal profession, including eDiscovery, managed services, bankruptcy, class action and mass tort administration, federal regulatory actions and data breach responses. Our innovative solutions are designed to streamline the administration of litigation, investigations, financial transactions, regulatory compliance and other legal matters. Epiq’s subject-matter experts bring clarity to complexity, create efficiency through expertise and deliver confidence to our clients around the world.

We strive for a cohesive, collaborative environment that focuses on group achievement.

With over 5000 associates worldwide, Epiq operates in 16 countries and over 80 global locations.