Office Administrative Coordinator

Greenberg Traurig (GT) is a global law firm with locations across 15 countries. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

About the role

The Office Administrative Coordinator will provide general office support to the office and its Attorneys and Professional Staff. This role supports front-of-house functions, including reception and conference center coverage. The position is in-office, 5 days a week, and reports to the Office Services Manager.

Responsibilities

• Provides administrative support for day-to-day activities in the office.
• Creates an exceptional first impression for clients and visitors; represents the firm in a positive and professional manner.
• Greets guests, assigns offices, assists guests with secretarial support, travel/hotel needs, and creates name cards for guests.
• Schedules meetings, books conference rooms, and maintains the visitor log.
• Manages conference room setups to ensure reservation requests are met prior to scheduled meetings.
• Manages video conferencing setups, assists guests with connecting to Wi-Fi, and troubleshoots login issues.
• Answers incoming calls (locally and nationally) and directs them appropriately.
• Serves as liaison to building management; submits service requests.
• Maintains leave calendar and manages out-of-office backup support, including Legal Support Specialists.
• Receives and directs deliveries; keeps accurate logs.
• Participates in the planning and execution of in-house events and activities.
• Arranges for catering and acts as liaison between food service staff and firm to ensure order accuracy and timing; directs caterers upon arrival.
• Manages supplies and beverage inventory.
• Submits invoices for payment and communicates with vendors.
• Coordinates, oversees, and/or performs a wide variety of administrative duties on behalf of Shareholders, Directors, and/or Managers, as requested.
• Assists with other department activities as needed and performs additional duties and responsibilities as assigned.

Requirements

• High School Diploma; College Degree in Hospitality Management is a plus.
• Five years of experience in a professional administrative position, preferably in a large or mid-size organization.
• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook.
• Exceptional computer skills with the ability to learn new software applications quickly.

Skills & Competencies

• Strong ability to maintain high standards, use good judgment, and seek out ways to contribute and anticipate needs.
• Strong written and verbal communication skills; ability to answer phones, transfer calls, and professionally meet and greet visitors.
• Strong attention to detail, organizational skills, and ability to manage time effectively.
• Excellent interpersonal skills and the ability to collaborate well in a team.
• Ability to work under pressure to meet strict deadlines.

Physical Requirements

• Occasionally required to move from workstation or desk throughout the work area to meet with colleagues or retrieve work assignments.
• May be sedentary and require sitting for extended periods of time.
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects, and operate tools.
• Some filing is required, which may entail lifting files, opening filing cabinets, and bending or standing as necessary.
• Requires manual dexterity and physical mobility of the whole body, including the ability to move frequently for mail and supplies delivery or similar tasks.
• Ability to bend, lift, push, pull, handle heavy objects, and perform overhead reaching.
• Ability to walk and stand for long periods of time.

Benefits

We offer an excellent benefits package.