Office Administration Coordinator

Husch Blackwell - 2020 updates; Denver (CO); On-site; USD 39,000 - 69,000; Full time

Benefits offered by this job

Medical and dental coverage

Paid time off

Retirement plan

Job summary

Husch Blackwell LLP in Denver, CO is seeking an Office Administration Coordinator to provide essential on-site support across front desk, hospitality, and office services. You will coordinate meetings, manage documents, and assist multiple teams with a focus on delivering exceptional client service.

Ideal candidates bring 3–5 years of office administration experience, strong communication and proofreading skills, and proficiency in MS Office.

Qualifications

• High School Diploma or GED required; Associate degree preferred.
• 3-5 years relevant office administration experience.
• Strong customer service and communication skills.
• Ability to edit, proofread, and format documents using MS Office.
• Experience coordinating meetings and scheduling using calendars and conferencing tools.

Responsibilities

• Greet and assist visitors; manage front desk duties.
• Coordinate and schedule meetings, including complex multi-location arrangements.
• Process expenses and invoices via accounting software.
• Maintain office files and documents; utilize document management systems.
• Support multiple office operations including hospitality and vendor coordination.

Skills

Customer service

Teamwork

Communication

Proofreading

Microsoft Office

Outlook

Document editing

Adaptability

Education

High School Diploma or GED

Associate degree preferred

Tools

Microsoft Office Suite

Outlook Calendar

Document management software

PowerPoint

Job description

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 Administration Coordinator position in our Denver, CO office. This position will work fully onsite.

The Office Administration Coordinator performs essential onsite support tasks with a specific focus in one or more administrative and/or operational areas. 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.
• Demonstrated 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 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.

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.
• Deliveries received at front desk
• Visitor Log
• End of day conference room/VO inventory 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 breakdown 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.
• 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.

Administrative Support Team

The Administrative Support Team (AST) provides remote administrative and clerical support to Administrative Department Managers and Directors across the nation. You can expect to:

• Use Firm workflow software, BHN, to help process administrative projects from various administrative department Managers across the Firm.
• Assist with typing and revising documents.
• Process expenses, expense reimbursements, check requests, and invoices via Emburse.
• Schedule conference rooms and coordinate meetings including Outlook calendaring, Maptician, and other technologies; arrange complex, multi-location meetings which require videoconference and web-based participation.
• Update project log with pending and completed tasks
• Coordinate travel, including airline reservations/online check-ins, hotel reservations, car arrangements, etc.
• Other tasks as assigned.

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
• 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

PHYSICAL REQUIREMENTS

This position requires team members to regularly situate themselves to work with office equipment. Individuals in this role frequently move office equipment weighing up to 50 pounds throughout the office; they need to occasionally move about inside the office to access file cabinets, office equipment, and work at other employees’ stations. They frequently operate a computer and other office equipment. This role requires individuals frequently communicate with other professionals and must be able to exchange accurate information. Team members must be able to remain in a stationary position 50% of the time.

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 ranges for this position in various states and jurisdictions are as follows:

• State of Colorado: $39,000- $69,000

The above salary range does not include a discretionary bonus, however bonus opportunities are non-guaranteed, and are dependent upon individual and firm performance. 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.

EOE/Minority/Female/Disabled/Vet.Principal Applicants Only.

Qualifications

Education

Required

High School or better.

Preferred

Associates or better.

Experience

Required

3-5 years:

Experience in an office administration role

Preferred

Proactive problem-solving skills

Experience in a professional services setting

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.