1224 - Office Administrator at Michael Best & Friedrich LLP

Posted in Other 8 days ago.

Location: Denver, Colorado

Job Description:

Job ID:

Office Administrator

Denver, CO

Practice Area:

Open Date:
Tuesday, April 27, 2021

Job Function:

Job Description:

Michael Best & Friedrich LLP is seeking an organized, adaptable and outgoing Office Administrator (OA) for our Denver, CO office to assist in the daily tasks and functions associated with operating a Michael Best office within the posted weekday business hours. This person may also regularly travel to the Broomfield, CO office location 0-2 times per work-week.

Reporting to the Administrative Operations Manager (AOM), the OA ensures that the office operates efficiently and smoothly by conducting reception, office services, facility maintenance, and a wide variety of general administrative and support tasks for all personnel and attorneys in the office.

The OA is required to accomplish all critical daily tasks, including: receiving and documenting visitors, managing telecommunications, handling mail, processing shipments, conducting copy center requests, completing supply inventory, overseeing purchasing, administering office security protocols, assisting timekeepers with appropriate administrative tasks, acting as liaison and primary contact for building management, communicating with AOM and other firm leadership, and conducting general client relations activities.

In smaller offices, the OA may be the only onsite office administrative person; whereas in larger offices, the OA may (in a non-supervisory capacity) direct the activities and assignments of the onsite office operations team (reception, office services, and facilities) members. The goal of the office operations team is to provide exceptional service to our internal and external clients.

Responsibilities & Duties:

This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities as business needs evolve.

General Office and Reception

  • Assure the BEST client experience and exceptional service for all incoming clients/visitors and onsite staff/attorneys; serving as the office and brand ambassador

  • Assure general office cleanliness, including the regular inspection and validation of externally-provided services (restroom cleaning, breakroom, etc.)

  • Manage incoming calls, the office phones, location calendar, and reservations system for visitor office spaces and conference rooms, Assure cleanliness and sanitization of shared and client-facing spaces.

  • Primary liaison on all issues of support and administrative functions for partners at the office, including overflow support for alternate office locations as needed

  • Assist with office-wide events, activities, and initiatives, as assigned

Office Operations

  • Work with the Office Managing Partner (OMP) and assigned Administration and Operations Manager (AOM) on all matters related to the essential operations and functions of the office

  • Assist the AOM and OMP with planning and orchestrating office activities.

  • Oversee or manage all building-related maintenance calls and service requests.

  • Conduct inventories on office supplies and coordinate order management and purchasing.

  • Assist with various Human Resources functions, as assigned, primarily related to new hire onboarding. This could include without limit: office tours, office/desk set-up, completing I-9 verification, etc.

  • Deliver an exceptional level of service while acting as a primary point of contact for all office employees and visitors; assisting with routine inquiries related to the building, office services processes, guest registration, and other onsite activities.

  • In many cases, act as primary point of contact for all office staff and timekeepers regarding inquiries related to the office, office services, or employment question. Connect employees to appropriate internal departments and resources, as appropriate.

Job Requirements:

The requirements listed are representative of the knowledge, skills, and/or abilities required to satisfactorily perform the essential functions of this position. Michael Best will always consider candidates with an equivalent combination of relevant experience and education.

  • Ability to work 35-45 hours per week inside of the Firm location's posted weekday business hours. Notably, due to the nature of the position, some after-hours ("on call") communications may be required on occasion for client events or office maintenance items.

  • An associates' degree in Business Administration, Business Management, Operations, Human Resources (or related field) is minimally required. A bachelors' degree is preferred; and technical diplomas may be considered with an equivalent combination of education and relevant experience.

  • 1+ years' experience in an administrative capacity is minimally required, preferably with related experience in a professional services or law firm environment.

  • Upbeat, positive attitude with a strong "clients first" mindset, and well-developed customer service skills.

  • Excellent interpersonal and communication skills; including the ability to effectively communicate verbally and in- writing at all levels of the organization.

  • Ability to work independently, effectively time-managing and prioritizing one's own workload, and the workloads of others. Can remain calm under pressure while juggling rapidly changing priorities.

  • Ability to work effectively in a collaborative, team-focused and fast-paced environment where every member is willing to pitch-in and help others with fluctuating workloads.

  • High attention to detail and a consistent history of accuracy in completed work.

  • Strong computing skills, including proficiency in Microsoft Outlook, Word, and Excel. A proficiency test will be administered for candidates invited to final interview stages.

  • Must demonstrate a high level of integrity and ability to apply professional discretion.

  • Proven ability to appropriately handle sensitive and confidential information and situations.

  • Prior leadership responsibility or supervisory experience is a plus, but is not required.

  • Valid authorization to work in the U.S.

Work Environment:

The position is primarily an office-based position at our Denver, CO location with regular (weekly or biweekly) travel to our Broomfield, CO location. The incumbent rarely performs other work-related travel. The role is primarily scheduled weekdays during first-shift hours (8am-5pm or 9am-6pm); however, some projects and initiatives will require the flexibility to occasionally work on weekends, or during off-shift hours.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear; and use hands to handle objects or controls. On occasion, may be required to stoop, bend, or reach above the shoulders. Must regularly lift up-to 40 pounds (e.g.: a case of printer paper) within the office environment. Specific vision abilities required by this job include close and distance vision, the ability to read on a computer screen, and the ability to adjust focus. The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation. Candidates must be able to satisfactorily meet the physical demands listed, with or without reasonable accommodation.

To be considered for this position, please submit an application via our online portal.

We are not accepting search firm submissions at this time.

Michael Best & Friedrich LLP, Michael Best Strategies LLC, and Michael Best Consulting LLC (collectively known as "Michael Best") are steadfastly committed to providing equal employment opportunity and maintaining a workplace for employees and applicants for employment that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact our Recruiting team at 414.225.4999 or careers@michaelbest.com to let us know the nature of your request and your contact information.