Office Administrative Coordinator

About the Role

Greenberg Traurig (GT) is a global law firm with locations across 15 countries. We are seeking an Office Administrative Coordinator to join our Administrative Team in the Phoenix office. This in-office position operates 5 days a week and reports to the Office Services Manager. The role provides general office support to the office and its attorneys and professional staff, with a focus on front-of-house functions, reception, and conference center coverage. Flexibility to work overtime as needed is required.

Responsibilities

• Provides administrative support for day-to-day activities in the office.
• Creates an exceptional first impression for clients and visitors, representing the firm professionally.
• Greets guests, assigns offices, assists 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; handles video conferencing setups, assists guests with Wi-Fi and login troubleshooting.
• 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 planning and executing in-house events and activities.
• Arranges catering and acts as liaison between food service staff and the firm to ensure order accuracy and timing; directs caterers upon arrival.
• Manages supplies and beverage inventory.
• Submits invoices for payment and contacts vendors as needed.
• Coordinates, oversees, and/or performs administrative duties on behalf of Shareholders, Directors, and/or Managers as requested.
• Assists with other department activities and performs additional duties 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 (Word, PowerPoint, Excel, 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 anticipate needs.
• Excellent written and verbal communication skills; professional phone etiquette and visitor interaction.
• Strong attention to detail, organizational skills, and time management.
• Excellent interpersonal skills and ability to collaborate well in a team.
• Ability to work under pressure and meet strict deadlines.

Physical Requirements

• Occasional movement throughout the work area to meet with colleagues, retrieve assignments, or perform tasks.
• May require sitting for extended periods.
• Manual dexterity for dialing phones, entering data, handling objects, and operating tools.
• Filing tasks may require lifting files, opening filing cabinets, bending, or standing.
• Frequent movement for mail and supply delivery, including bending, lifting, pushing, pulling, and overhead reaching.
• Ability to handle heavy objects and walk or stand for long periods.

Benefits

GT offers competitive compensation and an excellent benefits package, along with the opportunity to work in an innovative and collaborative environment.