Office Administrative Coordinator

Burnett Specialists; Phoenix (AZ); On-site; USD 40,000 - 56,000; Full time

Job summary

Burnett Specialists is seeking an Office Administrative Coordinator to provide comprehensive office support for day-to-day activities and front-of-house operations. The role includes greeting visitors, scheduling meetings, coordinating conference rooms, and assisting with travel and vendor needs in a dynamic professional environment.

Ideal candidates will have five years of administrative experience, a High School Diploma, and proficiency in Microsoft Office.

Qualifications

• Five years of experience in a professional administrative position.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong front-desk and receptionist skills; professional appearance and communication.

Responsibilities

• Greet guests and provide front-desk support for clients and staff.
• Schedule meetings, book conference rooms, and maintain visitor logs.
• Coordinate conference room setups and video conferencing; assist with Wi-Fi and login issues.
• Manage vendor relations, invoices, and deliveries; support events and catering.
• Assist shareholders, directors, and managers with ad hoc duties as needed.

Skills

Office administration

Microsoft Office

Reception/ Front desk

Vendor coordination

Education

High School Diploma

Hospitality management degree (a plus)

Tools

Windows

Job description

Top-tier international law firm with a broad corporate and litigation practice is seeking an Office Administrative Coordinator. They will provide general office support to the office and its Attorneys and Professional Staff. The Office Administrative Coordinator will support the front-of-house functions and provides reception and conference center coverage.

Key Responsibilities

• Provides administrative support for day-to-day activities in the office Creates an exceptional first impression for our clients and visitors and represents the firm in a positive and professional manner. Greets guests, assigns offices, assists guests with secretarial support, assists with 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 prior to scheduled meeting
• manages video conferencing setups, assists guests with connecting to WIFI and with login troubleshooting Answers incoming calls (locally and nationally) and directs them appropriately Liaison to building management
• submit service requests Maintains leave calendar and manages out-of-office backup support, including Legal Support Specialists Receives and directs deliveries and keeps accurate logs Participates in the planning and execution of in-house events and activities Arranges for catering and acts as liaison between food service staff and firm to ensure perfect order and timing.
• Directs caterers upon arrival. Manages supplies and beverage inventory Submits invoices for payment and direct vendor contact Coordinates, oversees, and/or performs a wide variety of administrative duties on behalf of Shareholders, Directors, and/or Managers, as requested Assists with other department activities as needed and performs additional duties and responsibilities as assigned

Qualifications

• 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 applications including Word, PowerPoint, Excel and Outlook