Office Administrative Coordinator

Greenberg Traurig; Phoenix (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Greenberg Traurig is seeking an Office Administrative Coordinator in Phoenix to support daily office operations for Attorneys and Professional Staff. You will handle front-of-house, conference centers, visitor management, travel needs, and catering coordination, ensuring professional service and smooth events.

The role is in-office, five days a week, with overtime as needed, reporting to the Office Services Manager.

Qualifications

• High School Diploma required; college degree in Hospitality Management is a plus.
• Minimum of five years of experience in a professional administrative role, preferably in a mid-to-large organization.
• Proficient with Windows and Microsoft Office Suite; strong organization and multitasking abilities.

Responsibilities

• Provide general office support for the Phoenix office and assist Attorneys and Professional Staff.
• Greet visitors, manage reception, book travel and hotel needs, and prepare name cards.
• Schedule meetings, reserve conference rooms, coordinate video conferences, and manage the visitor log.
• Coordinate catering, arrangements for events, and liaise with building management as needed.
• Process invoices and liaise with vendors; assist with miscellaneous administrative duties for leadership.
• Maintain leave calendars and support backup staff as required.

Skills

Strong communication

Attention to detail

Time management

Team collaboration

Customer service

Education

High School Diploma

Hospitality management degree (nice to have)

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Outlook

Job description

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.Join our Administrative Team as an Office Administrative Coordinator located in our Phoenix office.We are seeking a skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities while ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success and anticipating needs. If you are someone who values precision, adaptability, and innovation, we invite you to join our team and make a meaningful impact.Position SummaryThe Office Administrative Coordinator 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. This individual should also be flexible to work overtime as needed. This is an in-office position, 5 days a week. This role reports to the Office Services Manager.Key ResponsibilitiesProvides administrative support for day-to-day activities in the officeCreates 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 guestsSchedules 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 troubleshootingAnswers incoming calls (locally and nationally) and directs them appropriatelyLiaison to building management; submit service requestsMaintains leave calendar and manages out-of-office backup support, including Legal Support SpecialistsReceives and directs deliveries and keeps accurate logsParticipates in the planning and execution of in-house events and activitiesArranges 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 inventorySubmits invoices for payment and direct vendor contactCoordinates, oversees, and/or performs a wide variety of administrative duties on behalf of Shareholders, Directors, and/or Managers, as requestedAssists with other department activities as needed and performs additional duties and responsibilities as assignedQualificationsSkills & CompetenciesStrong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needsStrong written and verbal communication skills; ability to answer phones and transfer calls and professionally meet and greet visitorsStrong attention to detail, organizational skills and ability to manage time effectivelyExcellent interpersonal skills and the ability to collaborate well in a teamAbility to work under pressure to meet strict deadlinesEducation & Prior ExperienceHigh School Diploma; College Degree in Hospitality Management is a plusFive years of experience in a professional administrative position, preferably in a large or mid-size organizationComputer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and OutlookExceptional computer skills with the ability to learn new software applications quicklyTechnologyComputer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologiesPhysical Requirements:While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignmentsThis position may also be sedentary and require the employee to sit for extended periods of timeRequires manual dexterity to dial a telephone, enter data into a computer, handle objects, and operate toolsSome filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessaryRequires manual dexterity and physical mobility of whole body, including the ability to move frequently as needed for mail and supplies delivery or other similar tasks, ability to bend, lift, push, pull required; ability of handling heavy objects and overhead reaching, as well as walk and stand for long periods of timeGT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.