Legal Administrative -- Co-op Intern
The WEX Legal Organization is looking for an intern to assist with administrative duties—specifically, invoice administration, communications, and other general office administration and support as required for our Legal Strategy & Operations team. The successful candidate will have a process-driven mindset with the ability to be flexible while working in a fast-paced environment.
GENERAL PRIMARY RESPONSIBILITIES INCLUDE (BUT NOT LIMITED TO):
[30%] Facilitate processing of invoices from Legal Firms and Professional Services by:
Entering required invoice data into tracker and other systems as required
Compiling, sorting and verifying the accuracy of data before it is entered
Routing invoices to appropriate attorney for approval (invoice accuracy) and determine the correct budget associate with invoice
Working directly with WEX’s accounting department as needed to ensure proper accounting codes are being used
Leveraging WEX’s Coupa system to create purchase orders (PO’s) and requisitions
Monitoring requisitions to ensure approvals are documented in a timely manner
Communicate with associated approvers to ensure approvals are acknowledged in a timely manner
Partnering closely with WEX’s Accounts Payables team upon approval of the invoice
Liaising with with external legal firms to proactively accrue for unbilled services
[20%] Serve as primary owner of development, maintenance, and regular production of reporting and metrics for the department, in consultation with finance, as necessary.
[30%] Contribute to the team by serving as an administrative support resource as needed.
[20%] Support communications as required for the Legal Strategy & Operations team.
JOB RELATED COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:
Analytical Skills –
Identifies and resolves problems; resourceful.
Demonstrates attention to detail.
Identifies opportunities to increase accuracy and optimize resources and develops/recommends/implements solutions.
Strong aptitude for understanding and analyzing large amounts of data from multiple sources.
Communication Skills –
Writes clearly and informatively. Edits work for spelling and grammar.
Presents organized and thorough information and data appropriate for the intended audience.
Utilizes a variety of interpersonal styles and communication methods to effectively adapt to new work structures, processes, or cultures.
Time Management Skills –
Demonstrates strong follow-up skills.
Provides timely and professional support to all internal/external customers and vendors.
Prioritizes regular workload, special tasks and concurrent projects, allocating time and resources to ensure that work is completed accurately and efficiently within an established time frame.
Other –Professional and responsible.
Proactive, persistent, and prompt to act.
Self-motivated.
Team-oriented. Consults with Team members and management as needed to complete assigned responsibilities.
Works with minimal supervision.
Establishes and maintains effective, collaborative work relationships both internally and externally.
Maintains strict confidentiality.
SPECIFIC SKILLS:
Microsoft office, Google Suite
Coupa (can be learned)
Excel (basic skills)
Basic understanding of purchasing and payment concepts