Administrative Coordinator

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 Administrative Coordinator located in our Minneapolis Office.

We are seeking a highly skilled and meticulous 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.

This role will be based in our Minneapolis office. Regular in-office presence is required for this role as well as for day-to-day operations, team meetings, training opportunities, and relationship building. This role reports to the Business Director.

Position Summary

The Administrative Coordinator links all departments together for the smooth running of the office and coordinates with different groups, Supervisors, Managers, and Directors to facilitate the day-to-day general administrative functions. The Administrative Coordinator also helps the Operations Team maintain relations with service providers and suppliers and serves as primary point of operational and administrative contact for internal and external office visits/meetings. This role will coordinate the provision of office and staff support services to employees and will oversee and/or participate in the coordination and completion of special projects and/or events. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Answers and transfers telephone calls; receives and directs visitors and maintains visitor log

• Serves as a primary point of direct administrative contact and liaison with other offices, individuals; vendors, service-providers and organizations on a range of specific projects/events

• Resolves administrative problems by analyzing information, identifying, recommending and communicating solutions

• Maintains Library material in conjunction with Research department

• Maintains rapport with office leadership and employees by providing information, answering questions, and assisting with special requests

• Maintains continuity of work operations by documenting and communicating needed actions to management; discovers irregularities; determines continuing office needs

• Assists with the planning, scheduling, and organizing of office meetings and events

• Assists with planning and coordinating internal and external events, including but not limited to summer socials, annual holiday party, as well as client events and internal receptions

• Selects and manages all food services and catering supply vendors to ensure effective use of firm’s resources while maintaining a high level of customer service

• Negotiates pricing and contracts with vendors to ensure best prices and services for the firm

• Assists with planning meetings and events at local hotels and restaurants

• Responsible for the timely processing of monthly invoices

• Monitors all conference areas throughout the day to ensure they are clean and ready to be used; takes corrective action when necessary to maintain high standards

• Coordinates, oversees, and/or performs a wide variety of administrative and program support activities on behalf of Directors and/or Managers, as requested

• Sends memos and reminders to the Office Manager relevant to maintaining common spaces and building management notifications

• Coordinates and oversees the day-to-day maintenance needs of the office, as appropriate, to include logistics, security, and related activities

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

• Professionally and effectively represent the firm to clients, vendors, outside organizations and employees

Qualifications

Skills & Competencies

• Strong interpersonal and communication skills and ability to work effectively with all levels of the organization

• Excellent organizational and cultural awareness

• Exceptional client service skills

• Considerable initiative, sound judgment and excellent follow-up skills

• Strong information research skills

• Coordinating, records maintenance. and database management skills

• Ability to prioritize and schedule work assignments to meet office needs

Education & Prior Experience

• High school diploma required, college degree is a plus

• Minimum of three to five years' administrative experience related to duties and responsibilities specified

Technology

• 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

The expected pay range for this position is:

$26.15 to $29.74 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 long term care, 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.