Coordinator, Administration

Office Administration, Austin

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 Austin, Texas office requires a dependable candidate 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 also responsible for escorting visitors to conference rooms and provides business center support such as arranging catering, coordinating transportation, and more.

Responsibilities include but are not limited to:

• 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
• Assist with the scheduling of conference rooms utilizing online tool 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
• Handle all catering and meeting requests for internal and external groups
• Coordinate all visiting attorney office and conference room reservations
• Manage telephones, reservations and visitors, simultaneously and ensures phones are answered promptly, professionally, knowledgeably and with a welcoming demeanor
• Remain current with the structure of the firm including offices, practices, and hierarchy of firm personnel in order to best serve our in-bound callers, connecting them to their party the first time
• Coordinate details for Business Development, People & Development and administrative meetings and events, including firm-wide initiatives, trainings and practice team special meetings
• Assists with clerical duties as requested, including submitting office maintenance requests in building tenant service system
• Reconcile invoices and process payment in online expense management system
• Additional responsibilities or special projects, as requested

Qualifications:

• Minimum two years of customer service or reception experience in a large office environment, preferably in a professional services firm or law firm
• High school diploma required; Bachelor’s degree preferred
• Proficiency in Microsoft Office Suite
• Excellent written and oral communication skills including tactful interaction with other professionals and proper etiquette
• Positive attitude and strong commitment to customer service
• Ability to manage multiple projects at one time and ability to effectively adapt to changing priorities while maintaining 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
• Event coordination experience a plus
• Reliable and punctual

Norton Rose Fulbright US LLP is an Equal Opportunity/Affirmative Action 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.

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