Office Administrator

Washington DC 1801 Pennsylvania Ave NW Suite 1000 Washington, DC 20006, USA 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. The firm is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. Our firm values teamwork, collaboration, client service, and innovation. If you are a motivated professional looking for a long‑term fit where you can grow, we invite you to apply for our Office Administrator position in our Washington D.C. office. This position will work onsite at least four days per week. 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 to ensure the Firm/Office objectives are met and interacts frequently with the Regional Director – Client Delivery and People Business Partners to ensure any issues that arise in the office are handled promptly. The Office Administrator recruits, supervises and oversees the professional development of the non-timekeeper staff and works with all Firm Administrative Department heads to ensure the smooth operation of the office. Essential Job Functions Culture, Onsite Experience, Customer Service Help create a positive, welcoming, collegial work environment by leading and adhering to client service standards, 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 other giving events, including community service events. Organize and plan office events, including hosting visiting leadership. Participate in surveys and assist in creating action plans to address improvements in areas of responsibility for direct reports, department and firmwide 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 making office aesthetics meet a high standard and ensuring all common areas and supply rooms are kept clean and well organized. Ensure furniture and equipment are operational. Oversee preventative maintenance including working with the Procurement department on contracting and scheduling in the following areas: Carpet, FF&E (ice machines), Modern Fold/SkyFold walls, Interior glass/window cleaning. Create, manage, and update office Facilities Manuals. Manage Landlord and Vendor communications. Cleaning company coordination and audits. Building issues/shutdown. Recycling/trash issues. Tenant work orders. After-hours HVAC. Internal/External Moves, Additions, Changes. Coordination and distribution of move materials. Manages office moves and office assignments. Manage Office Administration Services. Monitor and audit department logs. Oversee office/kitchen/catering supply ordering and monitoring of appropriate inventory. Manage mail digitization and distribution including local administration of: FedEx/PS Ship/Walz Incoming/Outgoing 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/mass transit including: Education/training New applications Reserved parking assignments Validations and HR reporting Monthly invoices Mass transit resources Conduct quarterly audits and reporting Future of Work status vs. actual usage. Building Security/Occupational Safety including: Manage distribution of security badges and building/office access. Monitor door access via periodic auditing of security system reports and cameras. Ensure security protocols are being adhered to, including access to back office secured areas. Control keys to doors and furniture. Fire Extinguisher Audits/Maintenance. Understand and manage AtHoc responsibilities for your location(s) (emergency notification system). Manage and update office(s) written security protocols as needed. Conduct quarterly emergency drills. Monitor/Audit AED status monthly. Plan, participate in, and ensure sufficient level of CPR trained employees per office location(s). 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/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 monthly partner, business professional and all applicable office meetings. Other activities that help support the OMP in promotion of local office in various markets. Human Resource Management Help recruit and select direct-report business professionals. Participate, as needed, in the selection of business professionals located in your office who are not direct reports. 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. Provide education and communication of firm initiatives to all personnel in office(s) and monitor adherence to all Firm policies and procedures. 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. Responsible for the professional development of applicable business professionals. Assist with benefits administration. Maintain time and attendance records for direct reports. Determine job design and resource allocation for direct reports. Make recommendations regarding personnel policies and benefits. Keep Regional Director of Office Administration and HR apprised of office personnel issues. Collaborate and communicate with administrative department managers. Prepare, and be accountable for, applicable 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 and/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 effectively utilized and monitored for efficiency and quality control. Coordinate the 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 occasional onsite 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, Workplace Strategy. Special Projects Work with Regional Directors of Client Delivery on projects supporting the Firm and Department's strategic plans around expansion, growth, leadership, culture, and DE&I initiatives. Help create and update department best practices and operational playbooks for team members. Provide mentorship to Office Administration business professionals, including training new Office Administrators. Serve on committees, as 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 required, 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 completely 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 required. 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 a position. If you need assistance to accommodate a disability, please contact HR. 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 range 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. Please include a cover letter and resume when applying. EOE/Minority/Female/Disabled/Vet. Principal Applicants Only. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Husch-Blackwell-LL