Office Operations Coordinator

Thompson Hine LLP; Minneapolis (MN); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Paid Time Off

Job summary

Thompson Hine LLP in Minneapolis seeks an Office Operations Coordinator to support the Regional Office Manager and oversee daily office services, receptions, and hospitality. The role focuses on smooth operations, guest management, and administrative coordination for the Minneapolis office.

The ideal candidate has 3–5 years of office management experience, strong computer skills, and a dedication to professional service.

Qualifications

• High school diploma or equivalent required.
• Three to five years of experience managing office functions.
• At least 2 years of college preferred.

Responsibilities

• Assist the Regional Office Manager and others in coordinating office events, functions, receptions, and meetings.
• Maintain office directories including phone list, floor plan, and secretarial assignments list in a timely manner.
• Assist with office administrative functions including coordination of internal moves, furniture storage, etc.
• Assist the Regional Office Manager in developing and applying administrative policies and procedures and perform operational duties in their absence.
• Act as the point person for all building maintenance requests; log requests and follow up.
• Monitor security cameras to verify visitor arrivals and coordinate vendor access.
• Log all visitors into the building visitor system for tracking and reports.
• Handle catering requests for meetings and process related invoices.
• Manage conference room availability and video conferences in firm systems.
• Schedule visiting attorneys and communicate visit details.
• Greet visitors and provide first impression to guests.
• Review, process, and code invoices for payment.
• Prepare incoming checks and forward to Accounts Receivable.
• Process check requests and requisitions for payment.
• Assist with reconciliation of monthly credit card statements.
• Process mail and packages daily.
• Manage vendor relationships and facilities team.
• Submit work orders for facilities issues.
• Assist with safety coordination and training of floor wardens.
• Assist with planning social events for offices and client meetings.
• Order supplies and set up access for new hires.
• Circulate building notices and communications.
• Light cleaning of reception area and conference rooms.
• Oversee office hospitality functions and supply ordering.
• Assist with attorney time entry as needed.
• Oversee mail distribution and courier arrangements.
• Coordinate outside runs and courthouse deliveries.
• Oversee PS/Ship system and FedEx charges.
• Supervise print, scan, and copy requests.
• Oversee copier needs and supplies.
• Monitor postage usage.
• Handle special projects and additional duties.

Skills

Computer proficiency

Interpersonal skills

Communication skills

Dependability

Punctuality

Team player

Customer service

Time management

Adaptability

Diversity & inclusion awareness

Education

High school diploma or equivalent

College coursework preferred

Job description

Thompson Hine LLP, an AmLaw 200 firm regularly recognized for our commitment to Innovation and Diversity, Equity, and Inclusion, is seeking a full-time Office Operations Coordinator to join our Minneapolis office. The Office Operations Coordinator will work closely with and support the activities of the Minneapolis Regional Office Manager, assuming a secondary level of responsibility for the efficient day-to-day operations of the office.

This position has primary responsibility for overseeing the Reception, Hospitality, and Office Service functions in the Minneapolis office.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Assist the Regional Office Manager and others in the coordination of office events, functions, receptions, and meetings.
• Maintain office directories including phone list, floor plan, and secretarial assignments list in a timely manner.
• Assist with office administrative functions when and where needed, including coordination of internal office moves, furniture storage, etc.
• Assist the Regional Office Manager in developing and applying administrative office-specific policies and procedures and otherwise performing operational duties in the absence of the Regional Office Manager.
• Act as the point person for all building maintenance requests; log requests into building system and follow up when additional information is needed from building engineers about the resolution of the maintenance request.
• Monitor security cameras to verify visitor arrivals, coordinate vendor access and support office security.
• Log all visitors into building visitor management system to ensure that all visitors are in the system for tracking and running reports.
• Handle all catering requests for office meetings; prepare requisition forms for all catering requests for reconciliation of catering invoices; follow up to obtain appropriate approval signatures.
• Manage conference room meetings, maintaining availability of conference rooms, and entering video conferences into the appropriate firm systems.
• Schedule offices for visiting attorneys from other Thompson Hine offices and distribute email to visiting attorney and firm of the visit details.
• Greet visitors to the firm, advising appropriate legal assistant and/or attorney of guests’ arrival; provide first impression to visitors to the firm.
• Review, process, and code all invoices for approval for payment by Regional Office Manager.
• Prepare incoming checks for deposit and forward to Accounts Receivable for processing.
• Process check requests and requisitions for payment.
• Assist with reconciliation of firm monthly credit card statements to be approved by Regional Office Manager.
• Process, sort and distribute daily mail and packages.
• Assist Regional Office Manager with managing relationships with vendors, contractors, and office building facilities team including janitorial, engineers, and security.
• Assist with managing facilities issues for the office, including submission of work orders through the building maintenance portal.
• Assist with safety coordination for the office; maintain and update safety plans and assist with training of floor wardens.
• Assist with planning and implementing social events for office and client meetings.
• Order new hire supplies including business cards and name plates; assist Regional Office Manager with setting up access, deactivating accounts.
• Responsible for circulating building management tenant notifications, communications regarding building sponsored events, and other communications to the office.
• Light cleaning of reception area and conference rooms when needed for appropriate appearances.
• Oversee all office hospitality functions, including conference rooms, inventory, stocking and supply ordering.
• Assist with attorney time entry, as needed.
• Oversee mail distribution and pickups, the distribution of all overnight packs from other offices, and the receipt and distribution of all incoming faxes.
• Organize all outside runs including hand deliveries and pickups. Assists with document delivery and pick-up at courthouse and other locations as needed.
• Oversee PS/Ship system, reviewing and approving FedEx charges.
• Organize and supervise print, scan and copy requests, checking jobs for quality and accuracy.
• Oversee copier needs including stocking copy rooms with appropriate supplies, responses to calls about paper jams or other minor service issues; see that calls to outside service technicians are placed in a timely manner; order toner, staples and other supplies as needed.
• Monitor postage use and replenish as needed.
• Special projects and additional duties, as requested.

QUALIFICATIONS

Education, Training and/or Experience

• High School diploma or equivalent required.
• Three to five years of experience managing office functions.
• High school diploma or equivalent required.
• At least 2 years of college preferred.

Knowledge, Skills, and Abilities

• High level of ability with the computer and all related software.
• Solid understanding of firm policies and procedures as well as office practices.
• Dependability and follow through.
• Strong communications skills.
• Possesses interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
• Demonstrated ability to work with all levels of law office personnel.
• Excellent customer service and communication skills.
• Regular attendance and punctuality are essential functions of this job.
• Ability to handle tasks under pressure.
• Ability to adjust work schedule to work other hours, as required.
• Growth mindset to enhance emotional intelligence, empathy and an understanding of inclusion and belonging practices that support managing and collaborating across differences.

Thompson Hine LLP is an Equal Employment Opportunity Employer that offers competitive wages, and a robust benefits package.

• medical, dental, and vision insurance
• Paid Time Off (PTO)