Husch Blackwell
Office Administration Coordinator
Husch Blackwell, Saint Louis, Missouri, United States, 63146
Office Administration Coordinator
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Husch Blackwell . This position is full‑time, onsite, and located in St. Louis, MO.
We are looking for a motivated professional who will coordinate onsite support tasks focused on administrative and operational areas while providing exceptional customer service to internal and external clients.
Responsibilities
Maintain a positive, welcoming, collegial environment by adhering to customer service best practices.
Work successfully in a team environment, solving problems, communicating positively, and supporting the success of the local office and the firm.
Demonstrate professional written and verbal communication, proofreading, and organizational skills.
Edit, proofread, maintain, and revise documents in Excel, Word, Adobe, and PowerPoint.
Process, save, search, and retrieve documents using the document management software.
Operate office equipment including PCs, printers, phones, copiers, and typewriters.
Scan, save, manipulate, and email documents.
Schedule conference rooms and coordinate meetings using Outlook calendaring, EMS, and other technologies; arrange complex, multi‑location meetings that may require videoconferencing and web‑based participation.
Process expenses, expense reimbursements, check requests, and invoices via accounting software.
Understand local office emergency procedures and serve on the local office emergency preparedness and safety team.
Provide backup for other Office Administrative Coordinators, including front desk and conference room coverage.
Front Desk Focus
Greet internal and external visitors and offer hospitality.
Create a welcoming environment by maintaining the lobby and common areas.
Be familiar with scheduled guests and visitors.
Monitor security of the lobby area.
Distribute and manage technology devices and security badges.
Validate parking, if applicable, for clients and guests.
Maintain logs:
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 ensure meetings are set up properly with technology, catering, and other requests.
Resolve conference room scheduling conflicts using available resources.
Serve on the AtHoc team as an Alert Publisher and Accountability Officer.
Conference Room Focus
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 after‑hours 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 related to the operations of client and internal conference rooms:
Room configuration, table and seating arrangements, lighting, and temperature; verify all equipment is operational.
Provide requested technology and physical props, including easels, flip charts, or white boards.
Set up beverage and food service, if requested.
Refresh 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 Focus
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 FedEx 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.
Administrative Support Team
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 Chrome River.
Schedule conference rooms and coordinate meetings using Outlook calendaring, EMS, and other technologies; arrange complex, multi‑location meetings that 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.
Attend NAST department meetings.
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.
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. Please reach out to our HR team to request an accommodation.
Please include a cover letter and resume when applying.
EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.
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Husch Blackwell . This position is full‑time, onsite, and located in St. Louis, MO.
We are looking for a motivated professional who will coordinate onsite support tasks focused on administrative and operational areas while providing exceptional customer service to internal and external clients.
Responsibilities
Maintain a positive, welcoming, collegial environment by adhering to customer service best practices.
Work successfully in a team environment, solving problems, communicating positively, and supporting the success of the local office and the firm.
Demonstrate professional written and verbal communication, proofreading, and organizational skills.
Edit, proofread, maintain, and revise documents in Excel, Word, Adobe, and PowerPoint.
Process, save, search, and retrieve documents using the document management software.
Operate office equipment including PCs, printers, phones, copiers, and typewriters.
Scan, save, manipulate, and email documents.
Schedule conference rooms and coordinate meetings using Outlook calendaring, EMS, and other technologies; arrange complex, multi‑location meetings that may require videoconferencing and web‑based participation.
Process expenses, expense reimbursements, check requests, and invoices via accounting software.
Understand local office emergency procedures and serve on the local office emergency preparedness and safety team.
Provide backup for other Office Administrative Coordinators, including front desk and conference room coverage.
Front Desk Focus
Greet internal and external visitors and offer hospitality.
Create a welcoming environment by maintaining the lobby and common areas.
Be familiar with scheduled guests and visitors.
Monitor security of the lobby area.
Distribute and manage technology devices and security badges.
Validate parking, if applicable, for clients and guests.
Maintain logs:
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 ensure meetings are set up properly with technology, catering, and other requests.
Resolve conference room scheduling conflicts using available resources.
Serve on the AtHoc team as an Alert Publisher and Accountability Officer.
Conference Room Focus
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 after‑hours 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 related to the operations of client and internal conference rooms:
Room configuration, table and seating arrangements, lighting, and temperature; verify all equipment is operational.
Provide requested technology and physical props, including easels, flip charts, or white boards.
Set up beverage and food service, if requested.
Refresh 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 Focus
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 FedEx 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.
Administrative Support Team
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 Chrome River.
Schedule conference rooms and coordinate meetings using Outlook calendaring, EMS, and other technologies; arrange complex, multi‑location meetings that 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.
Attend NAST department meetings.
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.
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. Please reach out to our HR team to request an accommodation.
Please include a cover letter and resume when applying.
EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.
#J-18808-Ljbffr