Administrative Services Coordinator

Fox Rothschild LLP • Atlanta, GA • 8h ago

Description

As a member of the Administrative Services team, the Administrative Services Coordinator supports the firmwide facilities team, travel program, and security management teams.

ESSENTIAL FUNCTIONS:

Identify inefficiencies in current workflows, create desk procedures and documentation to be used when out of office. Assist with creating attendance reports using the badging systems, as requested.

Assist with process improvement in attendance reporting request, creating efficient workflows and ways to accurately track badge numbers.

Provide administrative support to the Administrative Services team, including scheduling/calendaring meetings, processing check requests, and creating documents and reports.

Provide administrative support for travel-related tasks, such as data entry and reporting.

Provide support to attorneys by answering questions or booking travel as needed.

Track and manage hotel expenses and receipts.

Reconcile Firm travel credit card, ensure all transactions are accurate, identify appropriate GL account numbers, identify and resolve discrepancies.

Ensure compliance with Firm travel policies and budget guidelines.

Work with Firm's travel agencies and vendors to verify information and resolve questions and issues. Escalate to Administrative Services Manager when necessary.

Provide administrative support to the office security team, by submitting service tickets for security related devices and other engineering related issues.

ADDITIONAL FUNCTIONS:

Other duties and special projects, assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Education:

High School Diploma or equivalent required. Associate's degree preferred.

Experience:

Minimum of 2 years of administrative support, in a professional office environment. Experience with corporate travel programs a plus.

Knowledge, Skills, & Abilities:

Working knowledge of office equipment, including personal computers, copiers, telephone, etc.

Working knowledge of the MS Office Suite including Outlook, Word, Excel, and PowerPoint.

Experience with AutoCAD preferred.

Experience reading and understanding blueprints/space design a plus.

Strong verbal and written communication skills. High level of interpersonal skills required to handle sensitive and confidential situations.

Excellent organizational and communication skills with close attention to detail.

Proven ability to work in a fast-paced, high-pressure environment. Demonstrates initiative and ability to work independently.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL REQUIREMENTS

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

VISUAL ACUITY

Worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

This job description is not an exhaustive list of all functions that the employee may be required to perform and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.

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