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Husch Blackwell · 1 week ago

Office Administration Coordinator

Denver, CO

Full-time

Onsite

Mid Level

$38K/yr - $67K/yr

3+ years exp

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States. They are seeking an Office Administration Coordinator who will provide essential onsite support tasks, coordinate with multiple teams, and deliver exceptional customer service to both internal and external clients.

Law EnforcementLegalService Industry

Growth Opportunities

Responsibilities

Help to create a positive, welcoming, collegial environment by exhibiting a strong adherence to customer service best practices

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

Demonstrate professional written and verbal communication, proofreading, and organizational skills

Edit, proofread, maintain and/or revise documents as needed, including but not limited to Excel, Word, Adobe, and PowerPoint

Process, save, search and retrieve documents using the document management software

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

Scan, save, manipulate, and email documents

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

Process expenses, expense reimbursements, check requests, and invoices via accounting software

Understand local office emergency procedures; respond appropriately if an emergency arises and serve on the local office emergency preparedness and safety team

Provide back up for other Office Administrative Coordinators in the local office, including front desk/conference room coverage

Greet internal and external visitors and offer hospitality

Create a welcoming environment by maintaining the lobby and common areas

Be familiar with guest and visitors who are scheduled to be in the office

Monitor security of lobby area by remaining in the immediate vicinity when the doors are unlocked

Distribute and manage technology devices and security badges to internal visitors

Validate parking, if applicable, to clients and guests

Maintain various logs including: Deliveries received at front desk, Visitor Log, End of day conference room/VO inventory log, Parking validation log, Parking reimbursement log, Vendor/Visitor Access Card log

Answer and direct calls

Enter work orders into Landlord/Tenant Portals (if applicable)

Run daily conference room reports and monitor conference room reservation system

Follow up on meeting reservations and taking proactive measures to ensure meetings are setup properly with technology, catering, and any other requests

Resolve conference room scheduling conflicts utilizing all available resources

Serve on AtHoc team as an Alert Publisher and Accountability Officer

Coordinate catering orders for meetings and communicate orders to the onsite team

Be aware of dietary restrictions and preferences

Assist with client and Firm sponsored special events hosted on-site

Attend and provide support for afterhours Firm sponsored special events hosted on-site

Communicate hospitality set-ups, catering, and audio-visual needs to responsible staff

Ensure team members are apprised of non-routine events and conference room scheduling conflicts

Coordinate daily functions relating to the operations of the client and internal conference rooms including: Room configuration, including table and seating arrangements, lighting and temperature, verifying all equipment is operational

Provide requested technology and physical props, including easels, flip charts, or white boards, as requested

Set up beverage and food service, if requested

Refreshing beverage and catering during the meetings in a timely and professional manner

Maintain conference/meeting rooms after each meeting

Monitor maintenance service and/or repairs for kitchen catering equipment and appliances

Assist with clerical projects, such as large mailings and file organization

Other tasks as assigned

Accurate and timely collection, sorting, logging, scanning and distribution of incoming U.S. mail, inter-office mail, intra-office mail and overnight packages

Operate USPS machine, including running correct postage, certified and other special mailings, and downloading postage, as needed

Understand rates and service offerings through PS Ship, Pitney Bowes, USPS, FedEx, and UPS; make recommendations to end users

Assist internal customers with online Fed Ex accounts and other air bills

Hand delivery of certified, registered, or Express mail packages to the post office, as needed

Accurate chargebacks of expenses to clients and Firm personnel, including FedEx invoices

Assist with creating and organizing notebooks, large mailings, file organization, and scanning projects

Maintain an adequate level of mail room supplies, i.e., postage tape, ink, envelopes, certified, registered, Express and Priority mail labels

Weekly inventory and ordering of office supplies

Process vendor invoices through accounting software

Stock, maintain and organize supply/copy rooms

Stock and maintain break rooms/kitchens, including cleaning refrigerators, freezers, ice makers, drain maintenance, and sanitizing equipment

Maintain Visiting Offices and common areas

Run errands, including pick up of catering orders, make bank deposits, delivery of documents, etc., as needed

Assist other departmental staff with set-up and/or break down of special event furniture and supplies

Prepare offices for new hires including furniture needs, cleanliness, ordering nameplates and re-activation of space after departures

Help provide a healthy and safe office environment, continuous monitoring of unsafe conditions to include flammable material, issues with water/moisture, electrical issues and proper use of furniture and facilities equipment

Stock Multi-Function Devices and Printers with paper; replace toner

Contact appropriate individuals regarding equipment malfunctions or necessary repairs

Point of contact for vendors for maintenance of office and hospitality equipment

Other tasks as assigned

Use Firm workflow software, BHN, to help process administrative projects from various administrative department Managers across the Firm

Assist with typing and revising documents

Process expenses, expense reimbursements, check requests, and invoices via Chrome River

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

Update project log with pending and completed tasks

Coordinate travel, including airline reservations/online check-ins, hotel reservations, car arrangements, etc

Attend NAST department meetings

Other tasks as assigned