Office Operations & Guest Experience Lead

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 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.