Coordinator, Administration

Norton Rose Fulbright•Los Angeles, CA

1d•$50,000 - $60,000•Onsite

About The Position

At Norton Rose Fulbright, people thrive because of a shared commitment to quality, unity and integrity. The highly regarded law firm consistently receives recognition from Great Place to Work and Top Workplaces, two companies that specialize in assessing organizational culture. Teams collaborate across regions, value new ideas and deliver meaningful client solutions, supported by a culture that embraces ambition, development and shared success. With more than 3,000 lawyers and 3,000 business services professionals working together across 50 offices worldwide, this global law firm provides a full range of legal services to leading corporations and financial institutions operating in key markets and sectors. The position in our Los Angeles office requires a dependable, polished and poised individual who is a self-starter with the ability to provide a high-level of customer service. The Administrative Coordinator directly supports the Office Administrator and acts as the first impression and point of contact to our visitors. This individual is responsible for escorting visitors to conference rooms and providing business center support such as arranging catering, coordinating transportation, and more. The Administrative Coordinator requires in-office attendance Monday through Friday from 8:30 AM to 5:00 PM. Overtime and flexibility in schedule is required from time to time.

Requirements

Minimum 1-3 years of customer service or reception experience in a large office environment, preferably in a professional services firm
High school diploma required; Bachelor’s degree preferred
Excellent written and oral communication skills including tactful interaction with other professionals and proper etiquette
Professional, positive attitude and strong commitment to customer service
Proficiency in Microsoft Office Suite
Experience utilizing online resources for research and reservation
Event coordination experience a plus
Ability to manage multiple projects at one time and ability to effectively adapt to changing priorities while maintain a calm demeanor during stressful situations
Demonstrate initiative, strong work ethic, and willingness to learn new skills
Ability to analyze alternatives and to solve problems decisively
Reliable and punctual

Nice To Haves

Event coordination experience a plus

Responsibilities

Greet clients and visitors and follow firm security procedures and protocol for all visitors, ensuring all guests are identified and properly escorted by firm personnel
Assists with the scheduling of conference rooms utilizing online tools and works with practice coordinators, conference room attendants, and IT personnel to ensure seamless client services including but not limited to arrangements for food orders, video conferencing, and computer equipment
Remain current with the structure of the firm including offices, practices, and hierarchy of firm personnel
Provide client concierge services including securing arrangements for hotels, restaurants, travel, boarding passes, taxi cabs, entertainment and more
Prepare budgets and assist in securing vendors for Los Angeles office events
Coordinate logistics for administrative meetings and events, including diversity initiatives, trainings, and practice team special meetings
Assist Office Administrator with coordination and execution of firm sponsorships, client development and entertainment tickets, and other client events
Reconcile invoices and credit card statements and process payment in online expense management system
Manage requests for visiting attorney offices
Manage visitor access badges including issuing, tracking and canceling access
Maintain office spreadsheet for parking validations
Submit office maintenance requests in building tenant service system
Additional responsibilities or special projects, as requested