Coordinator, Administration

NRF United Kingdom; Los Angeles (CA); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401(k) and profit-sharing plans

Paid time off (minimum 20 days)

Parental leave benefits

Commuter benefits

Fertility benefits

Job summary

Norton Rose Fulbright US LLP in Los Angeles is seeking an Administrative Coordinator to provide high-level client service, greet visitors, and support office operations. This role requires in-office attendance Monday through Friday, 8:30 AM to 5:00 PM, with occasional overtime.

The position involves scheduling, conferencing, budget support, and coordinating events, travel, and vendor services for the Los Angeles office. Strong communication and multitasking are essential to success.

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 with tactful interaction.
• Professional, positive attitude and strong commitment to customer service.
• Experience using online resources for research and reservations.
• Event coordination experience is a plus.
• Ability to manage multiple projects and adapt to changing priorities calmly.

Responsibilities

• Greet clients and visitors, escort them as needed, and follow security procedures.
• Schedule conference rooms and coordinate with IT, food, and equipment needs.
• Maintain familiarity with firm structure, offices, practices, and personnel.
• Provide client concierge services including hotels, restaurants, travel, and taxis.
• Assist with budgets and vendor arrangements for Los Angeles office events.
• Coordinate administrative meetings and diversity trainings.
• Support sponsorships, client events, and entertainment ticketing.
• Reconcile invoices and process payments in the expense system.
• Manage visiting attorney office requests and visitor badges.

Skills

Customer service

Reception

Communication skills

Professionalism

Multitasking

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.

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.

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

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.

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.

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 is committed to providing reasonable accommodation as an Equal Employment Opportunity Employer to applicants with disabilities.

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).

Right to Work Information

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. Norton Rose Fulbright provides a full scope of legal services to the world’s preeminent corporations and financial institutions. The global law firm has more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. With its global business principles of quality, unity and integrity, Norton Rose Fulbright is recognized for its client service in key industries, including financial institutions; energy, infrastructure and resources; technology; transport; life sciences and healthcare; and consumer markets.