Office Administration Coordinator
Husch Blackwell LLP., Saint Louis, MO, United States
St. Louis Clayton
8001 Forsyth Blvd
Suite 1500
Saint Louis, MO 63105, 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.
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.
Husch Blackwell seeks an
Office Administration Coordinator
to work onsite full-time in our
St. Louis, MO
office.
Responsibilities
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 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.
Learn, adopt, and master existing and emerging technologies relevant to the role.
Edit, proofread, maintain, and/or revise documents as needed, including 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 Administration Coordinators in the local office, including front desk and 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 nearby when the doors are unlocked.
Distribute and manage technology devices and security badges to internal visitors.
Validate parking, if applicable, to clients and guests.
Receive deliveries at the front desk.
Maintain visitor log, end‑of‑day conference‑room/VO inventory log, and 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 reservation system.
Follow up on meeting reservations and take proactive measures to ensure meetings are set up properly with technology, catering, and 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.
Deliver 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 organizing notebooks, large mailings, file organization, and scanning projects.
Maintain 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 and 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 maintain a safe office environment, continuous monitoring of unsafe conditions such as flammable material, 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, including conversion into various formats, perform OCR on images, convert to editable format, and provide 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, and 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 vendors.
Adhere to safety/security procedures to ensure document security and confidentiality.
Manage supply inventory including paper, binders, toner, and 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.
Remain calm under pressure.
Conduct all business in a confidential manner.
Anticipate and resolve problems before escalation.
Navigate complexity with senior stakeholders using judgment and discretion.
Own full lifecycle of workflow with accountability.
Provide service mindset with strategic value‑add.
Maintain technology proficiency with AI, automation, and continuous upskilling.
Be detail‑oriented and able to multi‑task across portfolios.
Follow through and maintain ownership.
Build trust across all levels.
Adapt to dynamic, high‑pressure environments.
This 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.
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
8001 Forsyth Blvd
Suite 1500
Saint Louis, MO 63105, 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.
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.
Husch Blackwell seeks an
Office Administration Coordinator
to work onsite full-time in our
St. Louis, MO
office.
Responsibilities
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 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.
Learn, adopt, and master existing and emerging technologies relevant to the role.
Edit, proofread, maintain, and/or revise documents as needed, including 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 Administration Coordinators in the local office, including front desk and 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 nearby when the doors are unlocked.
Distribute and manage technology devices and security badges to internal visitors.
Validate parking, if applicable, to clients and guests.
Receive deliveries at the front desk.
Maintain visitor log, end‑of‑day conference‑room/VO inventory log, and 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 reservation system.
Follow up on meeting reservations and take proactive measures to ensure meetings are set up properly with technology, catering, and 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.
Deliver 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 organizing notebooks, large mailings, file organization, and scanning projects.
Maintain 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 and 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 maintain a safe office environment, continuous monitoring of unsafe conditions such as flammable material, 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, including conversion into various formats, perform OCR on images, convert to editable format, and provide 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, and 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 vendors.
Adhere to safety/security procedures to ensure document security and confidentiality.
Manage supply inventory including paper, binders, toner, and 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.
Remain calm under pressure.
Conduct all business in a confidential manner.
Anticipate and resolve problems before escalation.
Navigate complexity with senior stakeholders using judgment and discretion.
Own full lifecycle of workflow with accountability.
Provide service mindset with strategic value‑add.
Maintain technology proficiency with AI, automation, and continuous upskilling.
Be detail‑oriented and able to multi‑task across portfolios.
Follow through and maintain ownership.
Build trust across all levels.
Adapt to dynamic, high‑pressure environments.
This 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.
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