Office Operations Coordinator

Thompson Hine LLP; Atlanta (GA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive wages

Medical insurance

Dental insurance

Vision insurance

Paid Time Off (PTO)

Job summary

Thompson Hine LLP, located in Atlanta, is looking for an Office Operations Coordinator to support the Atlanta office's daily operations and oversee Reception and Hospitality functions. The ideal candidate will have a High School diploma, office management experience, and excellent customer service skills.

Responsibilities include managing financial records, processing invoices, assisting with social events, and maintaining office operations. The firm provides a robust benefits package including medical, dental, and vision insurance.

Qualifications

• General office management experience required.
• Ability to handle tasks under pressure.

Responsibilities

• Oversees Reception and Hospitality functions.
• Maintains financial records for the office.
• Processes invoices and check requests.
• Assists with social events planning.

Skills

Ability to work in fast-paced environment

Excellent customer service skills

Ability to multi-task

Interpersonal skills

Education

High School diploma or equivalent

Job description

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking an experienced Office Operations Coordinator to join our Atlanta office. The Office Operations Coordinator will work closely with, and support the activities of the Atlanta Office Manager, assuming a secondary level of responsibility for the efficient day-to-day operations of the office and the general adherence to policies and procedures of all office occupants.

This position has primary responsibility for overseeing the Reception and Hospitality functions in the Atlanta office

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Reviews, processes, and codes all invoices for approval for payment by Office manager.
• Prepares incoming checks for deposit and forwards to Accounts Receivable for processing.
• Maintains an accurate account of both Imprest and IOLTA accounts and prepares petty cash and accounting reconciliation for the Atlanta office. Review IOLTA check request for accuracy and completeness of information and forwards to firm finance for approval of client payments or disbursements from Atlanta IOLTA.
• Processes check request and requisitions for payment. Prepares checks for signature. Maintains financial records and files for Atlanta office.
• Reviews and provides approval in UKG for Legal Assistants timesheets when Office Manager is out of office.
• Assists Office Services and Office Manager with processing, sorting, and distributing daily mail and packages when needed. Assists Office Manager with managing relationships with vendors, contractors, and office building facilities team which includes janitorial, engineers, and security.
• Assists with managing facilities issues for Atlanta office. Handles submission of work orders through the Highwoods maintenance portal. Assists with safety coordination for the Atlanta office. Maintains and updates safety plans and assists with training of floor wardens.
• Assists with planning and implementing social events for office and client meetings.
• Orders new hire supplies including business cards and name plates. Assists Office Manager with setting up access, deactivating accounts, and managing accounting for office parking account.
• Responsible for circulating building management customer notifications, communications regarding building-sponsored events, and other communications to the Atlanta office.
• Maintains library shelves.
• Maintains and updates office floor plans and assists with local office directories.
• Backup and assistance to Office Manager on an as-needed basis.
• Additional duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Supports all levels of personnel and office management as they meet the respective obligations of their positions.
• Interfaces with building management to provide for the functionality and safety of the office facilities.
• Monitors the day-to-day operations of the office generally and addresses any problems that may arise with the Office Manager.
• Works with the Office Manager in the development of office-specific policies and procedures and provides input into firm policies as requested.

QUALIFICATIONS

Education, Training and/or Experience

• High School diploma or equivalent required.
• General office management experience.

Knowledge, Skills, and Abilities

• Ability to work in fast-paced environment.
• Ability to multi-task.
• Regular attendance and punctuality are essential functions of this job.
• Excellent customer service skills and telephone etiquette are mandatory.
• Possesses interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
• Ability to handle tasks under pressure.
• Ability to adjust work schedule to work other hours, as required.
• The employee will have the ability to type 75 words per minute, transcribe, and review/proofread documents.

Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).