Coordinator, Administration

Job Description 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 8:30AM to 5:00PM. Overtime and flexibility in schedule is required from time to time.

• 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 sponsor ships, 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

• 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
• R…