Office 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 Office Administrative Coordinator located in our Aspen office.
 

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, 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 client service. If you are someone who demonstrates initiatives, adaptability, and innovation, we invite you to join our team.

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

Position Summary

The Office Administrative Coordinator supports the office by providing administrative, operational, and logistical coordination across a variety of functions. Serving as a key resource for office leadership and employees, this role facilitates the daily business activities and supports the delivery of high-quality internal service.

Key Responsibilities

Administrative/Facilities Support

• Greets guests, monitors physical access to the office, and promptly notifies team members in accordance with security protocols

• Coordinates department meetings, vendor visits, and special arrangements for visitors

• Coordinates employee office activities and events including conference center coordination, scheduling, catering, set up and cleanup

• Manages daily, weekly, monthly conference room reservations calendar and office visit requests

• Works with the local marketing team and events team to support attorney requests related to events

• Assists in the deployment of programs and events hosted/sponsored by the firm, such as webinars, seminars and other events, including assisting with the development and production of marketing materials and on-site logistics

• Coordinates daily maintenance needs of the office as needed and in conjunction with office services

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

• Procures and maintains office supplies from approved vendors, ensuring adherence to budget guidelines

• Assists with expense reporting, invoice processing, and reconciliation of Firm credit card accounts

• Oversees office equipment and supervises subcontracted vendors (e.g., copier services, electrical, HVAC), including coordinating service and monitoring vendor activities

• Administers the office security system

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

• Acts as backup for office services personnel

• Performs additional duties and responsibilities as assigned, including assisting other offices

LSS Support

• Provides administrative, document management, DocuSign, and notary support for the Franchise practice group

• Assists with the preparation, processing, execution, distribution, and maintenance of legal documents

Technology Support

• Coordinates technology equipment, mobile device, and virtual meeting support activities with internal and external technology resources

• Sets up and supports employee workstations, office technology equipment, and audio-visual systems

Records Management Support

• Coordinates physical records storage, retrieval, transfer, and disposition activities with centralized records management teams

• Serves as a liaison for records-related requests and records management activities

Skills & Competencies

• Excellent interpersonal and communication skills (oral and written), professional demeanor, and presentation

• Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively

• Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks

• Recognize confidential, sensitive, and proprietary information and maintain confidentiality

• Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others

Education & Prior Experience

• High school diploma required; Bachelor's degree or equivalent experience preferred

• A minimum of 5 years of administrative experience required

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

• 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.  

The expected pay range for this position is:

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.