Office Administrator

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. 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 our Office Administrator position in our Washington D.C. office. This position will work onsite at least 4 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 assure that 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.

The level of the above 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 the Regional Director - Client Delivery, Senior Director - Client Delivery and/or Chief Operations Officer (COO) on an as-needed basis. Essential job functions include:

• Help create a positive, welcoming, collegial work environment by leading and adhering to identified customer service, 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 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, HVAC filters, etc. Interior glass/window cleaning, Furniture repairs/replacement, 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.
• Dock/freight elevator access.
• Afterhours HVAC.
• Submitting vendor COI's to meet building requirements.
• 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.
• Order business cards & stationery.
• 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.
• Coordinates 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.
• Participate in collection of onboarding documentation.
• 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.
• Assist in monitoring/managing WC claims, FMLA claims, etc.
• 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.

Financial Management

• 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 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,