Office Administrative Coordinator

Burnett Specialists Staffing | Recruiting; Phoenix (AZ); On-site; USD 42,000 - 64,000; Full time

Job summary

Burnett Specialists Staffing | Recruiting in Phoenix, AZ seeks an Office Administrative Coordinator to provide front-office support to attorneys and staff, greet guests, manage conference rooms, assist with travel arrangements, and handle day-to-day office operations.

The role encompasses reception duties, meeting coordination, vendor liaison, event support, invoicing, and backup support for legal staff. A professional, client-focused approach and proficiency with Microsoft Office are required.

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

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

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