Office Administrator

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. We are committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. Our firm is committed to attracting and retaining professionals who value teamwork, collaboration, client service, and innovation. If you are a motivated professional looking for a long‑term fit, we invite you to apply to our Office Administrator position in our Washington D.C. office. This position will work onsite at least 4 days per week. Core Responsibilities The Office Administrator is responsible for the application of Firm policies and procedures in the areas of Financial Management, Human Resource Management, Facilities Management, Systems Management, Practice Management, and Marketing. The Office Administrator works closely with the Managing Partner and frequently with the Regional Director – Client Delivery and People Business Partners to address any issues that arise in the office. The level of the responsibilities may vary depending on local office location and may not be applicable to all Office Administrators. Some job functions may be delegated or performed by other departments within the Firm. Special projects may be assigned by leadership on an as‑needed basis. Essential job functions include: Culture, Onsite Experience, Customer Service Help create a positive, welcoming, collegial work environment by leading and adhering to customer service practices, including DE&I best practices. Organize and manage Employee Appreciation Week. Plan and manage regular office appreciation activities, LINK Days and Esprit de Corps events. Plan annual United Way Campaign and/or other giving events, including community service events. Organize and plan office events, including hosting visiting leadership. Participate in new‑hire orientation, including integration into local office. Participate in surveys and assist in creating action plans to address improvements in areas of responsibility for direct reports, department and firm‑wide initiatives. Ensure the highest standard of customer service in: Conference room setup Internal/external visitor experience Catering requests Event coordination EMS software auditing, reporting, and monitoring Facilities Management Responsible for meeting a high standard of office aesthetics and keeping common areas and supply rooms clean and well organized. Ensure furniture and equipment are operational. Oversee preventive maintenance and work with the Procurement department on contracting and scheduling for areas such as carpet, FF&E, HVAC filters, glass/window cleaning, furniture repairs, and replacement. Create, manage, and update office facilities manuals. Manage landlord and vendor communications, cleaning company coordination, and audits. Handle building issues, shutdowns, recycling, trash, tenant work orders, freight elevator access, and after‑hours HVAC. Submit vendor COIs to meet building requirements. Manage internal and external moves, additions, changes, and coordinate move materials. Manage office administration services, monitor and audit department logs, and oversee office/kitchen/catering supply ordering and inventory. Order business cards and stationery. Manage mail digitization and distribution, including FedEx, PS Ship, Walz, interoffice deliveries, postage machine updates and supplies. Manage local floor plans and report changes. Participate in and help manage physical office moves and remodels. Manage parking and mass transit, including education and training, new applications, reserved parking assignments, validations, monthly invoices, mass transit resources, quarterly audits, and reporting on the Future of Work status versus actual usage. Handle building security and occupational safety, including managing security badges, monitoring access via security system reports and cameras, ensuring protocols are adhered to, controlling keys, conducting fire extinguisher audits, maintaining an emergency notification system, updating written protocols, conducting quarterly emergency drills, auditing AED status, and ensuring sufficient CPR‑trained employees. Collaboration with Office Managing Partner(s) Assist OMPs with annual office budget projections and monthly reconciliation. Assist OMPs with managing local sponsorships and client development activities. Plan and manage office Esprit de Corps events. Manage local sporting and event tickets and catering requests. Assist OMPs with local DE&I initiatives. Coordinate with the Client Development Department to maximize opportunities and enhance the Firm’s visibility and image. Prepare agendas and attend partner, business professional, and office meetings. Support OMP in promotion of local office in various markets. Human Resource Management Help recruit and select direct‑report business professionals. Participate in selecting business professionals located in the office who are not direct reports. Participate in collecting onboarding documentation. Oversight of onsite business professionals, including the Administrative Resource Team and Practice Support Team specialists. Supervise and manage workflow of direct reports. Participate in professional development of direct reports. Provide education and communication of firm initiatives to all personnel and monitor adherence to firm policies. Facilitate 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 participate in terminations when necessary. Assist with benefits administration and manage WC claims, FMLA claims, etc. Maintain time and attendance records for direct reports. Determine job design and resource allocation for direct reports. Recommend personnel policies and benefits. Keep Regional Director of Office Administration and HR apprised of office personnel issues. Collaborate and communicate with administrative department managers. Financial Management Prepare and be accountable for portions of the annual office budget, including monthly tracking and reconciliation of expenditures. Review, approve, and ensure all office vendor invoices are submitted timely. Sign or print office checks for emergency expenditures and prepare periodic reimbursement requests and deposits. Plan and execute office events in accordance with annual budget allocations. Client Delivery Support Management Manage local Client Delivery Support Teams to meet firm expectations regarding customer service, team functionality, and ratio. Ensure workflow logs are utilized and monitored for efficiency and quality control. Coordinate summer and fall associate programs, answering questions, onboarding, and consulting with the firm‑wide Legal Recruiting team. Collaborate and Functional Support Work closely with other departments to provide on‑site functional support for: accounting, client development, diversity equity & inclusion, legal recruiting, information governance, information technology, innovation, legal support services, litigation technology, pro bono, procurement, risk management, people & culture, and workplace strategy. Special Projects Work with Regional Directors of Client Delivery on projects supporting the Firm’s strategic plans around expansion, growth, leadership, culture, and DE&I initiatives. Help create and update department best practices and operational playbooks. Provide mentorship to Office Administration business professionals, including training new Office Administrators. Serve on committees when needed. Position Requirements 4‑year degree with major coursework in administration or management, finance, human resources, technology, or marketing; or combination of education and commensurate work experience required. 5 years’ management experience in a related field, preferably in a professional services environment. Experience managing business operations such as human resources, technology, facilities, finance, and marketing. Exceptional technical skills to lead a remote team that relies on technical efficiency. Excellent interpersonal, supervisory, and leadership skills. Excellent training and presentation skills. Excellent analytical skills. Excellent verbal and written communication skills. Ability to identify and analyze complex issues and problems in personnel and management areas and recommend and implement solutions. Ability to manage office functions economically and efficiently, organize work, establish priorities, and maintain good interpersonal relations and communications with attorneys and business professionals. High level of confidence and the ability to build trust with key stakeholders. 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 this position. If you need assistance to accommodate a disability, please contact HR. Compensation & Benefits Employees are entitled to compensation commensurate with skill and experience. The exact compensation will vary based on skills, experience, location, and other factors permitted by law. The expected compensation ranges for this position in Washington D.C. is as follows: Washington, D.C.: $111,000 – $163,000 Full‑time employees receive benefits including medical and dental coverage; life insurance; short‑term and long‑term disability insurance; pre‑tax flexible spending account for certain medical and dependent care expenses; an employee assistance program; paid time off; paid holidays; participation in a retirement plan program after meeting eligibility requirements; and more. EOE/Minority/Female/Disabled/Vet. Principal Applicants Only. #J-18808-Ljbffr Husch Blackwell