Senior Office Administration Coordinator

Senior Office Administration Coordinator 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 Senior Office Administration Coordinator position in our Austin, TX office. This position will work onsite full-time. Under the direction of the Office Administrator (OA), the Senior Office Administration Coordinator performs essential onsite support tasks with a specific focus in one or more administrative and/or operational areas. This position provides workflow direction to OAC's with similar focus areas. This role will successfully coordinate and collaborate with multiple teams, team members, and Firm departments, providing exceptional customer service to both internal and external clients. Essential job 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, Maptician, 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. Demonstrates expertise in departmental processes and procedures. Ability to support and train in Office Administration processes and procedures. Front Desk 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 Hospitality 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 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. Oversee the maintenance and upkeep of office facilities, ensuring a clean, safe, and efficient environment. Including working with Procurement on putting appropriate preventative maintenance plans and vendors. Coordinate with vendors and service providers for repairs, maintenance, and office supplies. Work with OA on office space planning, including office moves. Develop and maintain a relationship with building management and engineers to ensure that office is meeting all requirements of the building for space use, visitors, and guests. Other tasks as assigned. Position Requirements High School Diploma or GED required; Associate degree preferred or commensurate professional and educational experience. 3+ years relevant experience required, preferably in a professional services environment. Actively participate in regular team meetings to discuss current projects and workflow. Take personal responsibility for regularly exchanging information and training tips with team members for maximum job