Office Administration Coordinator
Husch Blackwell, Saint Louis, MO, United States
Office Administration Coordinator position located in the St. Louis, MO office.
Essential Functions
Help 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 positively, and supporting the local office, the Firm, and various teams.
Demonstrate professional written and verbal communication, proofreading, and organizational skills.
Demonstrate ability to quickly learn, adopt, and master existing and emerging technologies relevant to the role.
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 that 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 backup for other Office Administrative Coordinators in the local office, including front desk/conference room coverage.
Front Desk
Greet internal and external visitors and offer hospitality.
Create a welcoming environment by maintaining the lobby and common areas.
Be familiar with guests and visitors 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 the conference room reservation system.
Follow up on meeting reservations and take proactive measures to ensure meetings are set up 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.
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 FedEx 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 and 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 picking up catering orders, making bank deposits, delivering 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, continuously monitoring 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.
Digital Services
Complete various scan/print/copy projects using high-volume production MFDs.
Format, prepare, scan and reassemble original documents to include conversion of files into various formats as required, perform OCR on images to make searchable, conversion to an editable format, and various binding options.
Scan documents for PaperLite projects.
Create complex PDF documents by using bookmarks and links.
Perform quality control checks on jobs, including image quality, job alignment, and completeness.
Search and print documents from the Document Management System.
Index, store, retrieve electronic documents on mass storage devices, network drives, and document management system.
Assess, prioritize, and manage workflow by evaluating service request volume and complexity with the assistance of the Supervisor.
Diagnose and correct scan/print/copy image quality problems.
Troubleshoot and maintain production equipment; elevate and track tickets to internal resources and external vendor support.
Adhere to safety/security procedures to ensure document security and confidentiality.
Manage supply inventory, including paper, binders, toner, printer materials.
Assist walk-in customers, answer incoming department phone calls and monitor the department email account.
Position Requirements
High School Diploma or GED required; Associate degree preferred.
3-5 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 effectiveness.
Cope successfully with office demands, remaining calm under pressure.
Conduct all business in a confidential manner.
Proactive problem-solving – anticipate and resolve before escalation.
Judgment & discretion – navigate complexity with senior stakeholders.
Workflow management – own full lifecycle with accountability.
Communication – clear, concise, solution-focused.
Business partnership – service mindset with strategic value-add.
Technology proficiency – AI, automation, continuous upskilling.
Organizational excellence – detail-oriented, multi-tasking across portfolios.
Accountability – follow-through and ownership.
Relationship management – build trust across all levels.
Adaptability – thrive in dynamic, high-pressure environments.
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.
EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.
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Essential Functions
Help 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 positively, and supporting the local office, the Firm, and various teams.
Demonstrate professional written and verbal communication, proofreading, and organizational skills.
Demonstrate ability to quickly learn, adopt, and master existing and emerging technologies relevant to the role.
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 that 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 backup for other Office Administrative Coordinators in the local office, including front desk/conference room coverage.
Front Desk
Greet internal and external visitors and offer hospitality.
Create a welcoming environment by maintaining the lobby and common areas.
Be familiar with guests and visitors 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 the conference room reservation system.
Follow up on meeting reservations and take proactive measures to ensure meetings are set up 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.
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 FedEx 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 and 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 picking up catering orders, making bank deposits, delivering 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, continuously monitoring 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.
Digital Services
Complete various scan/print/copy projects using high-volume production MFDs.
Format, prepare, scan and reassemble original documents to include conversion of files into various formats as required, perform OCR on images to make searchable, conversion to an editable format, and various binding options.
Scan documents for PaperLite projects.
Create complex PDF documents by using bookmarks and links.
Perform quality control checks on jobs, including image quality, job alignment, and completeness.
Search and print documents from the Document Management System.
Index, store, retrieve electronic documents on mass storage devices, network drives, and document management system.
Assess, prioritize, and manage workflow by evaluating service request volume and complexity with the assistance of the Supervisor.
Diagnose and correct scan/print/copy image quality problems.
Troubleshoot and maintain production equipment; elevate and track tickets to internal resources and external vendor support.
Adhere to safety/security procedures to ensure document security and confidentiality.
Manage supply inventory, including paper, binders, toner, printer materials.
Assist walk-in customers, answer incoming department phone calls and monitor the department email account.
Position Requirements
High School Diploma or GED required; Associate degree preferred.
3-5 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 effectiveness.
Cope successfully with office demands, remaining calm under pressure.
Conduct all business in a confidential manner.
Proactive problem-solving – anticipate and resolve before escalation.
Judgment & discretion – navigate complexity with senior stakeholders.
Workflow management – own full lifecycle with accountability.
Communication – clear, concise, solution-focused.
Business partnership – service mindset with strategic value-add.
Technology proficiency – AI, automation, continuous upskilling.
Organizational excellence – detail-oriented, multi-tasking across portfolios.
Accountability – follow-through and ownership.
Relationship management – build trust across all levels.
Adaptability – thrive in dynamic, high-pressure environments.
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.
EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.
#J-18808-Ljbffr