Office Administration Coordinator

Husch Blackwell • Denver, CO

9d • Onsite

About The Position

Husch Blackwell LLP is seeking an Office Administration Coordinator for its Denver, Colorado office. This position works fully onsite and provides essential office support across administrative and operational functions. The coordinator works with multiple teams and departments and provides customer service to internal and external clients. Duties may include front desk coverage, hospitality and conference room coordination, office services, mail and supply management, and remote administrative support to managers and directors across the Firm. The position also supports office safety, events, equipment, vendors, and general administrative projects.

The role requires a service-oriented, collaborative professional who can manage competing demands, communicate clearly, protect confidential information, and take ownership of work. The position involves regular use of office technologies and equipment, frequent movement of equipment weighing up to 50 pounds, and remaining stationary for approximately 50% of the time. Reasonable accommodations are available as necessary.

Requirements

• High school diploma or GED required.
• 3–5 years of relevant experience required, preferably in a professional services environment.
• Associate degree preferred.
• Professional written and verbal communication, proofreading, and organizational skills.
• Ability to quickly learn, adopt, and master existing and emerging technologies relevant to the role.
• Ability to remain calm and cope successfully with office demands and pressure.
• Ability to conduct business confidentially.
• Proactive problem-solving, sound judgment and discretion, and ability to navigate complexity with senior stakeholders.
• Workflow management skills, including ownership and accountability across the full task lifecycle.
• Clear, concise, solution-focused communication and a service-oriented approach to business partnership.
• Technology proficiency, including AI, automation, and continuous upskilling.
• Detail orientation, multitasking, follow-through, accountability, and relationship-management skills.
• Adaptability in dynamic, high-pressure environments.
• Ability to frequently move office equipment weighing up to 50 pounds and occasionally move around the office to access cabinets, equipment, and workstations.
• Ability to remain stationary approximately 50% of the time and frequently operate a computer and other office equipment.
• Ability to communicate with professionals and exchange accurate information.

Nice To Haves

• Associate degree.
• Experience in a professional services environment.

Responsibilities

• Provide welcoming, professional customer service to internal and external clients and support a positive office environment.
• Collaborate with teams and Firm departments, solve problems, communicate positively, and support local office operations.
• Edit, proofread, maintain, and revise documents using tools such as Excel, Word, Adobe, and PowerPoint.
• Process, save, search, and retrieve documents using document management software; scan, manipulate, and email documents.
• Operate office equipment, including computers, printers, phones, copiers, facsimile machines, and typewriters.
• Schedule conference rooms and coordinate meetings using Outlook, Maptician, and other technologies, including complex multi-location and videoconference meetings.
• Process expenses, reimbursements, check requests, and invoices using accounting software, including Emburse for Administrative Support Team work.
• Understand local emergency procedures, respond appropriately to emergencies, and serve on the local office emergency preparedness and safety team.
• Provide backup coverage for other Office Administration Coordinators, including front desk and conference room coverage.
• Greet visitors, maintain the lobby and common areas, monitor lobby security, manage visitor devices and security badges, validate parking when applicable, answer and direct calls, and maintain front-desk logs.
• Enter work orders in landlord/tenant portals when applicable, run conference room reports, monitor reservations, resolve scheduling conflicts, and ensure meeting setups meet technology, catering, and other needs.
• Serve on the AtHoc team as an Alert Publisher and Accountability Officer.
• Coordinate catering, account for dietary restrictions and preferences, support onsite Firm and client events (including after-hours events), and communicate hospitality, setup, and audiovisual requirements to responsible staff.
• Prepare and maintain conference rooms, including room configuration, equipment, technology, food and beverage service, and post-meeting cleanup; monitor kitchen equipment maintenance and repairs.
• Assist with clerical projects such as large mailings, notebook preparation, file organization, and scanning.
• Collect, sort, log, scan, and distribute incoming U.S., inter-office, intra-office, and overnight mail and packages accurately and promptly.
• Operate USPS mailing equipment; understand shipping rates and services through PS Ship, Pitney Bowes, USPS, FedEx, and UPS; assist users with shipping accounts and air bills; and deliver certain mail to the post office as needed.
• Charge expenses accurately to clients and Firm personnel, including FedEx invoices; maintain mailroom supplies and order office supplies weekly.
• Process vendor invoices, stock and organize supply and copy rooms, and maintain break rooms and kitchens, including cleaning and sanitizing equipment.
• Maintain visiting offices and common areas; run errands such as catering pickup, bank deposits, and document delivery; and assist with special-event setup and breakdown.
• Prepare office space for new hires and reactivate space after departures, including arranging furniture, cleanliness, nameplates, and related needs.
• Monitor office conditions for safety concerns and contact appropriate individuals regarding equipment malfunctions or repairs; act as a vendor point of contact for office and hospitality equipment maintenance.
• Stock multifunction devices and printers with paper and replace toner.
• Use Firm workflow software, BHN, to process administrative projects requested by managers across the Firm; update project logs with pending and completed tasks.
• Coordinate travel, including airline reservations and online check-ins, hotel reservations, and car arrangements.
• Attend NAST department meetings and participate in regular team meetings; exchange information and training tips with team members.
• Perform other tasks as assigned.

Benefits

• 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
• Employee assistance program
• Paid Time Off
• Paid holidays
• Retirement plan program after meeting eligibility requirements
• Discretionary bonus opportunity, dependent on individual and Firm performance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED