Senior Office Operations Administrator

Husch Blackwell•Nashville, TN

6d•Hybrid

About The Position

Husch Blackwell LLP is seeking 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 Office Administrator, the Senior Office Operations Administrator assists with onsite operational and administrative functions in an office without an Office Administrator. The role monitors local compliance with Firm guidelines, best practices, and procedures, and may supervise designated onsite Business Professionals in Office Administration and Legal Admin Services. It helps create a positive, welcoming, collegial, and professional office environment. The position provides administrative, facilities, technology, financial, event, and personnel support. Duties include serving as a contact for office-related questions; coordinating meetings and documents; processing expenses, reimbursements, invoices, and, when applicable, local checks and bank deposits; maintaining facilities and office resources; supporting onboarding and local events; and overseeing staff workflow, development, and performance processes. The role also communicates regularly with regional leadership about employee relations, workflow, local conditions, building maintenance, and equipment concerns. Additional assignments may be made by Senior Leadership. The role requires frequent use of a computer and office equipment, frequent communication with professionals, and the ability to remain stationary for 50% of the time. It also involves frequently moving office equipment weighing up to 50 pounds and occasionally moving around the office to access files, equipment, and employee workstations. Husch Blackwell will provide reasonable accommodations as necessary to enable applicants and employees with disabilities to apply for and perform essential job functions.

Requirements

High school diploma or GED required.
At least 5 years of relevant experience required.
Basic proficiency in Microsoft Office Suite required.
Demonstrated teamwork and communication with team members and Firm personnel.
Ability to participate in regular team meetings and exchange information and training tips with team members.
Ability to cope with office demands and remain calm under pressure.
Proactive problem-solving: anticipate and resolve issues before escalation.
Judgment and discretion when navigating complexity with senior stakeholders.
Workflow management and accountability for work through its full lifecycle.
Clear, concise, solution-focused communication.
Service-oriented business partnership with strategic value-add.
Technology proficiency, including AI, automation, and continuous upskilling.
Organizational excellence, attention to detail, and ability to multitask across portfolios.
Accountability, follow-through, and ownership.
Ability to build trusted relationships across all levels.
Adaptability in dynamic, high-pressure environments.
Ability to frequently move office equipment weighing up to 50 pounds, occasionally move around the office, frequently operate a computer and other office equipment, communicate and exchange accurate information, and remain stationary 50% of the time.

Nice To Haves

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

Responsibilities

Serve as a point of contact for Firm departments, local staff, and attorneys with office-related questions.
Support the success of the local office and Firm through teamwork, problem-solving, positive communication, and collaboration.
Liaise with the landlord regarding building maintenance issues.
Learn and use existing and emerging technologies relevant to the role.
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 through Emburse.
Process, name, save, and retrieve documents using NetDocuments.
Operate office equipment, including PCs, printers, phones, copiers, facsimiles, and typewriters; scan, save, manipulate, and email documents.
Schedule and coordinate meetings using Outlook, Maptician, and other technologies, including complex multi-location meetings with video conferencing and web-based participation.
Monitor and update the local office HuB page.
Serve on the local office emergency preparedness and safety team and respond appropriately to emergencies.
Oversee facilities management to support operational efficiency, safety, and compliance, proactively identifying and resolving issues.
Plan and execute local Esprit de corps activities, staff appreciation events, and charitable fundraising events.
Plan, create, and monitor local operational and Office Managing Partner budgets.
Plan agendas and participate in local staff meetings.
Provide marketing materials or logo-branding information for local sponsorships.
Manage and distribute local sporting event tickets, if applicable.
Onboard attorneys and business professionals, including providing local facility and parking information and office tours.
Help recruit and select direct-report business professionals; oversee onsite business professionals, including Legal Support staff and others as needed.
Supervise and manage direct-report workflow, support professional development, facilitate performance evaluations, 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.
Collaborate with other onsite supervisors and communicate with the Regional Director or Office Administrator about employee relations, workflow, local conditions, facilities, and equipment issues.
As needed, review and approve timecards and PTO requests for local staff.
In conjunction with IT, provide remote support for inventory and end-user troubleshooting, and provide backup for video conferences, Teams meetings, or presentation setups.
As needed, print local checks, make bank deposits, and manage local parking and security passes, including security-system card access.
Review, sort, and scan mail and maintain IG files.
Coordinate catering for meetings; maintain library and loose filing updates; assist with office relocations; and order name plates and business cards.
Maintain workrooms and kitchen or break rooms, including ordering and stocking supplies.
Provide backup for Office Administrative Coordinators in the home office, including front-desk coverage as needed.
Take personal responsibility for exchanging information and training tips with team members and participate in regular team meetings.
Complete other projects assigned by Senior Leadership.