Office Operations Administrator

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 ourOffice Operations Administratorin our Madison, WIoffice.This position will work onsite full-time.
The Office Operations Administratorwill assist in managing onsite operational and administrative functions in an office where an ROA is not located. Monitor local office adherence to Firm guidelines, best practices, and procedures. Based on the size and needs of the office, perform a variety of administrative and operational support tasks. Lead the office in creating a positive, welcoming, collegial, and professional environment.Essential functions include:

• Act as point of contact for Firm departments, local staff, and attorneys with specific office related questions.
• 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.
• Liaison with landlord regarding building maintenance issues.
• Advanced assistance with creating, editing, proofreading, maintaining and/or revising documents as needed, including but not limited to Excel, Word, Adobe, and PowerPoint.
• Process expenses, expense reimbursements, and invoices via Chrome River.
• Process, name, save, and retrieve documents using Netdocs, the Firm's document management system.
• Operate office equipment including PCs, printers, phones, copiers, facsimiles, and typewriters.
• Scan, save, manipulate, and email documents.
• Schedule and coordinate meetings, including Outlook calendaring, EMS, and other technologies; arrange complex, multi-location meetings which require videoconference and web-based participation.
• Monitor office internal HuB page for correct information and update as needed.
• Serve on local office emergency preparedness and safety team.
• Assist ROA with:
  
  • Planning and executing local Esprit de corps activities.
  • Planning and executing local staff appreciation events and firm charitable fundraising events, such as the United Way, or other, campaigns.
  • Assist with the planning, managing, and monitoring of local operational and Office Managing Partner budgets.
  • Planning, creating agendas, and participating in local staff meetings.
  • Provide marketing material or logo branding information for local sponsorships.
  • Managing and disbursing local sporting event tickets (if applicable).
  • Onboarding new attorneys and staff, including initial orientation overviews of local office facilities/parking information and office tours.
• Frequent communication with ROA regarding:
  
  • Employee relations issues, including non-compliance with Firm policies and procedures.
  • Concerns regarding workflow or legal/administrative support.
  • Inclement weather, civil unrest, or other local conditions that may require early closing, evacuations, or activation of the emergency notification system.
  • Issues with building maintenance or equipment.
  • Issues with equipment, facilities, furniture, and appliances not maintained by the landlord.

Additional duties may include:

• Review and approve timecards and PTO requests for local staff.
• In conjunction with the IT department, provide remote support with inventory, trouble-shooting end user issues, back-up for video conferences, GoToMeetings, or presentation set-ups.
• Print local checks.
• Make bank deposits.
• Manage local parking and security passes, including adding and deleting cards in the security system.
• Review, sort, scan mail, and maintain IG files.
• Coordinate catering needs for meetings.
• Maintain library and loose filing updates.
• Assist with coordination of internal office moves and order name plates and business cards.
• Maintain workrooms, including supply orders and stocking.
• Maintain kitchen/break rooms, including supply orders and stocking.
• Provide back up for Office Administrative Coordinators in home office, including Front Desk coverage as needed.
• Understand emergency procedures; respond appropriately if emergencies arise and serve on office emergency preparedness and safety team.
• Other projects as assigned by the ROA.

POSITION REQUIREMENTS

• High School Diploma or GED required; 2-year degree preferred.
• 3-5 years relevant experience required, preferably in a professional services environment.
• Basic proficiency in Microsoft Office Suite required.
• Previous receptionist or similar telephone experience preferred.

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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