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 San Diego (Del Mar) 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 Summary

The 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 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

Skills & Competencies

• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Strong written and verbal communication skills; ability to answer phones and transfer calls and professionally meet and greet visitors
• Strong attention to detail, organizational skills and ability to manage time effectively
• Excellent interpersonal skills and the ability to collaborate well in a team
• Ability to work under pressure to meet strict deadlines

Education & Prior Experience

• 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
• Exceptional computer skills with the ability to learn new software applications quickly

Technology

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies
• Understanding of AI capabilities, limitations, and responsible use in a professional environment
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality

Physical 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 assignments
• This position may also be sedentary and require the employee to sit for extended periods of time
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects, and operate tools
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary
• Requires 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 time

The expected pay range for this position is:

$31.96 to 36.38 per hour

Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

GT 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.