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Husch Blackwell · 1 day ago

Senior Office Operations Administrator (Office Administration Supervisor)

Austin, TX

Full-time

Onsite

Senior Level

5+ years exp

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States. They are seeking a Senior Office Operations Administrator to manage onsite operational and administrative functions, ensuring adherence to firm guidelines and fostering a positive office environment. The role involves supervising staff, overseeing facilities management, and facilitating communication across teams.

Law EnforcementLegalService Industry

Growth Opportunities

Hiring Manager

Jennifer Heck

Responsibilities

Act as point of contact for Firm departments, local staff, and attorneys with specific office-related questions

Work successfully in a team environment, solving problems, communicating in a positive manner, and supporting the success of the local office, the Firm, and various teams

Liaison with landlord regarding building maintenance issues

Provide guidance and assign projects to Office Administrative Coordinator(s)

Advanced assistance with creating, editing, proofreading, maintaining and/or revising documents as needed, including but not limited to Excel, Word, Adobe, and PowerPoint

Process expenses, expense reimbursements, and invoices via Chrome River

Process, name, save, and retrieve documents using NetDocs, the Firm’s document management system

Operate office equipment including PCs, printers, phones, copiers, facsimiles, and typewriters

Scan, save, manipulate, and email documents

Schedule and coordinate meetings, including Outlook calendaring, EMS, and other technologies; arrange complex, multi-location meetings which require videoconference and web-based participation

Monitor office internal HuB page for correct information and update as needed

Serve on local office emergency preparedness and safety team

Assist ROA with: Oversee all aspects of facilities management, ensuring operational efficiency, safety, and compliance, while maintaining a meticulous attention to detail in identifying and resolving issues proactively

Planning and executing local Esprit de corps activities

Planning and executing local staff appreciation events and firm charitable fundraising events, such as the United Way, or other campaigns

Assist with the planning, managing, and monitoring of local operational and Office Managing Partner budgets

Planning, creating agendas, and participating in local staff meetings

Provide marketing material or logo branding information for local sponsorships

Managing and disbursing local sporting event tickets (if applicable)

Onboarding new attorneys and business professionals, including initial orientation overviews of local office facilities/parking information and office tours

Help recruit and select direct report business professionals

Provide oversight of some onsite business professionals, including the Administrative Resource Team, Practice Support Team Specialists and others, as needed

Supervise and manage workflow of direct reports

Participate in professional development of direct reports

Facilitate and participate in the performance evaluation process for applicable business professionals

Assist with salary administration for direct report business professionals

Provide motivation, counseling, and discipline for business professionals and, when necessary, participate in terminations

Assist in monitoring/managing WC claims, FMLA claims, etc

Maintain time and attendance records for direct reports

Interact and collaborate with other onsite supervisors

Frequent communication with ROA regarding: Employee relations issues, including non-compliance with Firm policies and procedures

Concerns regarding workflow or legal/administrative support

Inclement weather, civil unrest, or other local conditions that may require early closing, evacuations, or activation of the emergency notification system

Issues with building maintenance or equipment

Issues with equipment, facilities, furniture, and appliances not maintained by the landlord

Additional duties may include: Review and approve timecards and PTO requests for local staff

In conjunction with the IT department, provide remote support with inventory, trouble-shooting end user issues, back-up for video conferences, Teams meetings, or presentation set-ups

Print local checks

Make bank deposits

Manage local parking and security passes, including adding and deleting cards in the security system

Review, sort, scan mail, and maintain IG files

Coordinate catering needs for meetings

Maintain library and loose filing updates

Assist with coordination of internal office relocations, order name plates and business cards

Maintain workrooms, including supply orders and stocking

Maintain kitchen/break rooms, including supply orders and stocking

Provide back up for Office Administrative Coordinators in home office, including Front Desk coverage as needed

Understand emergency procedures; respond appropriately if emergencies arise and serve on office emergency preparedness and safety team

Other projects assigned by the ROA or Senior Leadership

Qualification

Office AdministrationMicrosoft Office SuiteDocument ManagementExpense ProcessingTeam LeadershipEvent PlanningCustomer ServiceCommunication SkillsProblem Solving