Office Administration Coordinator

Husch Blackwell•Saint Louis, MO

9h•Onsite

About The Position

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. This position will work onsite full-time in our St. Louis, MO office. Under the direction of the Regional Office Administrator (ROA), Office Administrator (OA) or Office Operations Administrator (OOA), the Office Administration Coordinator (OAC) 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.

Requirements

High School Diploma or GED required
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.

Nice To Haves

Associate degree preferred.

Responsibilities

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.
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.
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.
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.
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; escalate 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.