Office Administration Coordinator

3 weeks ago

Phoenix, United States Husch Blackwell Full time
Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations.

At Husch Blackwell we believe that diverse, equitable and inclusive teams lead to better outcomes. Husch Blackwell is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. We foster an engaged, diverse, and inclusive team culture of accountability and purpose that makes our Firm and our communities better.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to ourOffice Administration Coordinatorin ourPhoenix, AZ office.This position will work onsite full-time.

TheOffice Administration Coordinator performs essential onsite support tasks with a specific focus in one or more administrative and/or operational areas. Successfully coordinate and collaborate with multiple teams, team members, and Firm departments, providing exceptional customer service to both internal and external clients. Essential functions include:

  • 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.

Front Desk Focus

  • 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

Conference Room Focus

  • 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.

Office Services Focus

  • 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.

Information Technology Focus (In offices without IT onsite)

  • Troubleshoot phones, laptops, and other technology devices.
  • Assist with video conference technology and software.
  • Provide IT logistical support and troubleshooting for meetings.
  • Coordinate shipping of IT supplies.
  • Other tasks as assigned.

Administrative Support Team

The Administrative Support Team (AST) provides remote administrative and clerical support to Administrative Department Managers across the nation. You can expect to:

  • 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.

POSITION REQUIREMENTS

  • High School Diploma or GED required; Associate degree preferred.
  • 3-5 years relevant experience required, preferably in a professional services environment.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Firm will provide reasonable accommodations as necessary to allow an individual with a disability to apply for and/or perform the essential functions of a position. Please reach out to our HR team to request an accommodation.

Please include a cover letter and resume when applying.

EOE/Minority/Female/Disabled/Vet.Principal Applicants Only.

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