Senior Office Administration Coordinator

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 our Senior Office Administration Coordinator position in our Austin, TX office. This position will work onsite full-time. 

Under the direction of the Office Administrator (OA), or Sr. Office Operations Administrator (OOA), the Senior Office Administration Coordinator (Sr. OAC) serves as the lead onsite coordinator for Office Administration services. The Sr. OAC coordinates the daily workflow and execution of work assigned to Office Administration Coordinators (OACs), helping ensure priorities, coverage, and service needs are addressed consistently and timely.

The Sr. OAC has a primary focus on facilities and office operations. This role serves as the day-to-day point of contact for building management, engineers, vendors, and service providers; monitors facility-related issues and projects through completion; keeps the OA informed of status, risks, and operational impacts; and escalates matters requiring management direction, approval, or additional resources. The role provides workflow direction and operational guidance but does not independently exercise formal supervisory authority. Essential job functions include:

• Help to create a positive, welcoming, collegial environment by exhibiting a strong adherence to customer service best practices.


• 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.


• Coordinate and prioritize the daily workflow of OACs based on office needs, service requests, deadlines, events, and available coverage.


• Provide day-to-day operational guidance, answer process questions, and promote consistent execution of Office Administration procedures.


• Monitor assignments and follow up as needed to support timely, accurate, and complete service delivery.


• Coordinate coverage across front desk, hospitality, office services, digital services, and other applicable onsite support functions.


• Coordinate staff coverage and provide onsite support for Firm-sponsored after-hours events, as needed.


• Identify workflow, service, or resource concerns; resolve routine issues and escalate matters requiring management involvement.


• Keep the OA informed of significant work activity, project status, operational risks, and issues affecting office service delivery.


• Support training, cross-training, knowledge sharing, and implementation of new or revised procedures.


• Maintain a positive, professional, and service-oriented environment for internal and external clients.


• Demonstrates expertise in departmental processes and procedures.


• Demonstrate professional written and verbal communication, proofreading, and organizational skills.


• Ability to support and train in Office Administration processes and procedures.

Facilities and Office Operations

• Serve as the primary day-to-day liaison with building management and building engineers regarding facility needs, repairs, maintenance, access, and other building-related matters.


• Submit, track, and follow through on facility work orders, service requests, repairs, and preventative maintenance activities.


• Coordinate with vendors, contractors, Procurement, and Firm departments regarding repairs, maintenance, equipment, supplies, and workplace projects.


• Maintain effective working relationships with building personnel, vendors, and service providers and monitor work through completion.


• Provide the OA with regular updates regarding open facility issues, vendor activity, ongoing projects, anticipated disruptions, costs requiring review, and unresolved concerns.


• Escalate significant facility, safety, security, service, cost, or operational issues to the OA promptly.


• Partner with the OA orSr. OOA on office moves, space planning, furniture needs, employee arrivals and departures, and reactivation of vacated space.


• Help maintain a clean, safe, professional, and efficiently operating workplace by identifying concerns and coordinating appropriate corrective action.

Office Administration Operations

• Maintain working knowledge of all Office Administration focus areas applicable to the local office and provide support or coverage as operational needs require.


• Front Desk and Visitor Services: reception coverage, visitor hospitality, security practices, building access, telephone coverage, conference room scheduling, parking, and related logs.


• Hospitality and Meeting Support: catering, room setup, audiovisual coordination, meeting readiness, special events, including after-hours events, refreshments, and post-meeting room restoration.


• Office Services: mail and package processing, supplies, invoices, common areas, visiting offices, equipment, errands, new-hire office preparation, and general operational support.


• Digital Services, where applicable: scanning, printing, copying, document conversion, PDF preparation, quality control, production equipment, and request workflow.


• IG and IT Backup Support, where applicable: onsite logistical support, device distribution, meeting technology assistance, file support, and coordination with the appropriate Firm departments.

Physical Requirements

This position requires team members to regularly situate themselves to work with office equipment. Individuals in this role frequently move office equipment weighing up to 50 pounds throughout the office; they need to occasionally move about inside the office to access file cabinets, office equipment, and work at other employees’ stations. They frequently operate a computer and other office equipment. This role requires individuals frequently communicate with other professionals and must be able to exchange accurate information. Team members must be able to remain in a stationary position 50% of the time.

POSITION REQUIREMENTS

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  High School Diploma or GED required; Associate degree preferred or equivalent professional and educational experience.

  
  


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  3+ years relevant experience required, preferably in a professional services environment.

  
  


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  Valid driver’s license and reliable transportation required (Springfield and Omaha offices only).

  
  


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  Experience coordinating office operations, facilities, vendors, workflow, or comparable administrative functions preferred.

  
  


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  Strong customer service, communication, organization, prioritization, and problem-solving skills. · Conduct all business in a confidential manner.

  
  


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  Experience coordinating office operations, facilities, vendors, workflow, or comparable administrative functions preferred.

  
  


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  Ability to provide workflow direction and guidance to team members while supporting effective coordination of Office Administration activities.

  
  


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  Ability to recognize operational matters that can be resolved independently and those requiring escalation, approval, or additional resources.

  
  


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  Ability to respond effectively to emergencies, service interruptions, facility matters, and other time-sensitive operational needs.

  
  


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  Actively participate in team meetings and contribute to the exchange of information, knowledge, and best practices to support team effectiveness and continuous improvement.

  
  


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  Ability to work outside regular business hours to support Firm-sponsored events and operational needs, as required.

  
  


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  Demonstrate proficiency with relevant office technologies and the ability to learn and adopt new systems and processes.

  
  


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  Proactive Problem-Solving – Anticipate and resolve before escalation

  
  


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  Judgment & Discretion – Navigate complexity with senior stakeholders

  
  


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  Workflow Management – Own full lifecycle with accountability

  
  


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  Communication – Clear, concise, solution-focused

  
  


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  Business Partnership – Service mindset with strategic value-add

  
  


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  Technology Proficiency – AI, automation, continuous upskilling

  
  


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  Organizational Excellence – Detail-oriented, multi-tasking across portfolios

  
  


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  Accountability – Follow-through and ownership

  
  


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  Relationship Management – Build trust across all levels

  
  


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  Adaptability – Thrive in dynamic, high-pressure environments

  
  

   

  
  

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.  If you need assistance to accommodate a disability, please contact HR.

Please include a cover letter and resume when applying.

EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.

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