Coordinator, Administration

Norton Rose Fulbright LLP; Los Angeles (CA); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k) plan

Fertility benefits

Commuter benefits

Paid time off (20 days)

Parental leave

Child care support

Job summary

Norton Rose Fulbright US LLP in Los Angeles seeks a dependable Administrative Coordinator to act as the first point of contact for visitors and to provide high-level client services. You will escort guests, coordinate conferences, catering, travel and IT needs, and assist with office events.

The role requires in-office attendance Monday–Friday 8:30 AM–5:00 PM, with occasional overtime. Salary is in the LA market range, plus bonus opportunities based on performance.

Qualifications

• Minimum 1-3 years of customer service or reception experience in a large office environment.
• 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 reservations.
• Event coordination experience a plus.
• Ability to manage multiple projects and adapt to changing priorities.
• Demonstrate initiative, strong work ethic, and willingness to learn new skills.

Responsibilities

• Greet clients and visitors and follow firm security procedures and protocol for all visitors.
• Assist with scheduling conference rooms using online tools and coordinate catering, AV equipment, and other services.
• Remain current with the firm’s structure, offices, practices, and personnel hierarchy.
• Provide client concierge services including hotels, restaurants, travel, and transportation arrangements.
• Prepare budgets and assist in securing vendors for Los Angeles office events.
• Coordinate logistics for meetings and events, including trainings and practice team meetings.
• Assist with coordination and execution of firm sponsorships and client entertainment tickets.
• Reconcile invoices and credit card statements and process payments in the expense system.
• Manage visiting attorney offices and visitor badges; maintain parking validation records.
• Submit maintenance requests in the building tenant service system.

Skills

Customer service

Reception

Communication

Microsoft Office

Research & reservations

Event coordination

Multi-tasking

Professional demeanor

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

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.

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

Responsibilities include but are not limited to:

• 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

Please note this job description does not cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• 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

Employees are entitled to compensation commensurate with skill and experience. The full time base annual salary for this position in the Los Angeles market is expected to range between $50,000 and $60,000. This range represents the firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting for a position in Los Angeles. Salaries in other markets will vary depending on market data. Bonus opportunities are non-guaranteed and are dependent upon individual and firm performance.

Norton Rose Fulbright will consider for employment qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.

Norton Rose Fulbright US LLP is committed to providing employees with a comprehensive and competitive benefits package that supports you, your health, and your family.

Benefits

• Benefit packages include access to three medical insurance plans, dental insurance, vision insurance, life insurance, and disability insurance.
• Employees can also access pre-tax benefits such as health savings and flexible spending accounts.
• Norton Rose Fulbright helps provide financial security by allowing employees to participate in a 401(k) savings plan and profit-sharing plans if eligible.
• Full- time employees are eligible to access fertility benefits designed to support fertility and family-forming journeys.
• Employees may also access commuter benefits where applicable and student loan assistance refinancing options.
• In addition to the Firm’s health and welfare benefits above, we offer a competitive paid time off plan, which provides a minimum of 20 days off based on your role and tenure with the firm.
• The firm offers a generous paid maternity leave and paid paternity leave (parental leave) benefit allowing parents to take a minimum of 14 weeks of paid leave to bond with your newborn or adopted child(ren).
• Employees may also access child care support through a back-up care program.
• Employees are also entitled to 11 Firm holidays.

Legal Notices

Norton Rose Fulbright US LLP is an Equal Employment Opportunity Employer and complies with all applicable federal laws and their implementing regulations that require the collection and recording of certain data and information. The information we receive will not be used to make any decision regarding employment and will be kept separate from your application. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, and any other characteristic protected by law.

Norton Rose Fulbright US LLP is committed to providing reasonable accommodation as an Equal Employment Opportunity Employer to applicants with disabilities. If you require assistance of accommodation to complete your application, please contact [e-mail]. When submitting your request, please provide your contact information and a description of the accommodation needed or the accessibility barrier you are experiencing. We will make a determination on your request for reasonable accommodation on a case-by-case basis.

Pay Transparency – Nondiscrimination Provision: The firm will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).

E-Verify is a registered trademark of the U.S. Department of Homeland Security. This business uses E-Verify in its hiring practices to achieve a lawful workforce.

Right to Work Information

Right to Work Information

Equal Employment Opportunity

Equal Employment Opportunity

For details on the personal information we collect in connection with your application for potential employment or partnership with Norton Rose Fulbright US LLP and for what purposes visit California Consumer Privacy Notice-Norton Rose Fulbright and Norton Rose Fulbright US LLP - US Data Privacy Policy or contact us at [phone].