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 Office Administrative Team as an Office Administrative Coordinator located in our Dallas office.

The Office 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.

This role will be based in our Dallas office, on a in-office 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 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. Coordinates the provision of office and staff support services to employees and oversees and/or participates in the coordination and completion of special projects and/or events; may also serve on a variety of office committees in a support capacity. Candidate should also be flexible to work overtime as needed. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Provides direct support to attorneys and legal staff in all substantive and administrative aspects of immigration cases.
• Compiles and assist with the submission of immigration filings, including requesting filing fee checks and shipping labels and scanning submissions into the case management system.
• Prepares daily mail logs, process government notices, and send client notifications regarding same.
• Performs document production, including memos, letters, legal services agreements, emails, client information, address change applications, premium processing upgrades, reentry permit applications, visa approval packages, and other small applications/filings.
• Conducts data entry, including uploading documents received from clients and government agencies and entering client details in the case management system. Update appropriate fields in the case management system and send email notifications to clients regarding government notices.
• Corresponds with government agencies, including appointment rescheduling requests and case inquiries.
• Reviews and submits invoice payments and expense requests.
• Manage and track document deliveries.
• Performs administrative tasks including handling phone calls, calendaring, and managing incoming and outgoing correspondence.
• Organizes meetings, conference calls, and visitor office setups. Coordinate travel plans and manage expense reports.
• Manages time entry and assist with billing invoices.
• Collaborate with team members to ensure efficient workflow and high-quality client service.
• Assists with overflow work and perform additional duties and responsibilities as assigned.

Qualifications

Skills & Competencies

·       Strong attention to detail, organizational skills, and the ability to multi-task.

·       Excellent interpersonal skills, communication skills, and the ability to collaborate well in a team.

·       Ability to problem-solve, use good judgment, and work under pressure to meet strict deadlines.

·       Ability to maintain high standards and seek out ways to contribute and anticipate needs.

·       Ability to handle sensitive information with discretion.

·       Familiarity with immigration processes and filings is preferred.

Education & Prior Experience

·       Minimum experience in an administrative or support role within a law firm or similar organization.

·       University/College degree or equivalent experience is preferred.

Technology

·       Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook, as well as basic proficiency in data entry and managing electronic files.

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.