Administrative Coordinator (Receptionist)

Job Description

We are a global law firm with a powerful strategic focus and real momentum. Our industry-focused strategy is seeing us take on pioneering work in places that others have yet to reach. Our shared values define our culture and our workplace. You will find us to be unusually collegial, team-oriented, and ready to innovate. We work seamlessly across practices, offices and around the world. This elimination of boundaries has allowed us to evolve into a law firm that works as hard for its culture as it does for its clients.

The position in our Dallas, Texas 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 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 is expected to be in the office Monday through Friday from 8:30 AM to 5:00 PM and ideally is flexible to extend the hours as needed for events or meetings. This role reports to the Office Administrator and is non-exempt with eligibility for overtime pay when appropriate.

• 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 Dallas 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.

• Minimum two 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

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. Benefit packages include access to three medical plans, dental, vision, life, 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.

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 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 are also entitled to 11 Firm holidays.

Norton Rose Fulbright US LLP is an Equal 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. Similarly, self-identification information is kept confidential and used only in accordance with applicable federal laws and regulations. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Norton Rose Fulbright is committed to providing reasonable accommodation as an Equal Opportunity Employer to applicants with disabilities. If you require assistance or accommodation to complete your application, please contact [email protected]. Please provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case basis.

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.

Equal Employment Opportunity