Senior Office Operations Administrator

Husch Blackwell•Nashville, TN

16h•Hybrid

About The Position

Husch Blackwell LLP is hiring a Senior Office Operations Administrator for its Nashville, Tennessee office. The position works onsite at least four days per week. Under the direction of the Regional Director – Client Delivery or an Office Administrator, the Senior Office Operations Administrator assists with onsite operational and administrative functions in an office without a locally based Office Administrator. The role monitors adherence to Firm guidelines, best practices, and procedures; may supervise designated onsite Business Professionals in Office Administration and Legal Admin Services; and helps create a welcoming, collegial, and professional office environment. The role oversees facilities and local office operations, supports attorneys and staff with office-related questions, coordinates meetings and events, processes expenses and invoices, and maintains office information and documents. It also includes local budget and facilities responsibilities, onboarding, and supervision and development of direct reports. Additional duties may include timecard and PTO review, IT support coordination, mail and file handling, parking and security pass administration, supply management, catering, and front desk backup. The position requires a high school diploma or GED and at least five years of relevant experience, preferably in a professional services environment. A two-year degree is preferred, or commensurate professional and educational experience. Basic proficiency in Microsoft Office Suite is required. The role involves frequently moving office equipment weighing up to 50 pounds, regularly using office equipment, and remaining stationary for 50% of the time.

Requirements

High school diploma or GED required.
Five or more years of relevant experience required, preferably in a professional services environment.
Basic proficiency in Microsoft Office Suite required.
Demonstrate effective teamwork and communication with team members and Firm personnel.
Participate in regular team meetings to discuss projects and workflow.
Regularly exchange information and training tips with team members.
Remain calm under pressure and cope successfully with office demands.
Demonstrate proactive problem-solving, judgment and discretion, workflow management, clear communication, business partnership, technology proficiency, organizational excellence, accountability, relationship management, and adaptability.
Frequently move office equipment weighing up to 50 pounds and occasionally move around the office to access files, equipment, and employee workstations.
Frequently operate a computer and other office equipment and communicate accurately with other professionals.
Remain in a stationary position for 50% of the time.

Nice To Haves

Two-year degree, or commensurate professional and educational experience.
Previous receptionist or similar telephone experience.
Relevant experience in a professional services environment.

Responsibilities

Serve as a point of contact for Firm departments, local staff, and attorneys on office-related questions.
Support the local office and Firm through teamwork, problem-solving, positive communication, and collaboration.
Liaise with the landlord regarding building maintenance issues and oversee facilities management, operational efficiency, safety, and compliance.
Provide guidance and assign projects to Office Administrative Coordinators.
Create, edit, proofread, maintain, and revise documents using tools such as Excel, Word, Adobe, and PowerPoint.
Process expenses, expense reimbursements, and invoices using Emburse.
Process, name, save, and retrieve documents using Netdocs.
Operate office equipment and scan, save, manipulate, and email documents.
Schedule and coordinate meetings using Outlook, Maptician, and other technologies, including complex multi-location meetings with videoconference and web participation.
Monitor and update the local office HuB page.
Serve on the local emergency preparedness and safety team and respond appropriately to emergencies.
Plan and execute local Esprit de corps activities, staff appreciation events, and charitable fundraising events.
Plan, create, monitor, and manage local operational and Office Managing Partner budgets.
Plan and participate in local staff meetings, including creating agendas.
Provide marketing materials or logo-branding information for local sponsorships and manage local sporting event tickets when applicable.
Onboard new attorneys and business professionals, including introducing them to local facilities and parking and providing office tours.
Help recruit and select direct-report business professionals; oversee onsite business professionals and manage their workflow.
Participate in professional development and performance evaluations for applicable business professionals and assist with salary administration.
Provide motivation, counseling, and discipline to business professionals and participate in terminations when necessary.
Assist with monitoring and managing workers’ compensation and FMLA claims.
Maintain time and attendance records for direct reports and collaborate with other onsite supervisors.
Communicate with the Regional Director or Office Administrator about employee relations, workflow and support concerns, local conditions and emergencies, and building, equipment, or facilities issues.
May review and approve local staff timecards and PTO requests.
May provide IT-related remote support with inventory, troubleshooting, videoconferences, Teams meetings, and presentation setups.
May print local checks, make bank deposits, and manage local parking and security passes.
May review, sort, and scan mail; maintain IG files, library materials, and loose filing; and coordinate catering.
May coordinate internal office relocations and order name plates and business cards.
May maintain workrooms and kitchens or break rooms, including ordering and stocking supplies.
May provide backup for Office Administrative Coordinators, including front desk coverage.
Perform other projects assigned by Senior Leadership.