Office Operations Coordinator

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an Office Operations Coordinator to support the daily administrative and operational functions of the office in close collaboration with office leadership. This role offers broad exposure to office management, staff supervision, and cross-office operations, making it an ideal opportunity for individuals interested in advancing within office administration and operations in a law firm environment.

The ideal candidate values teamwork, consistency, and attention to detail, and is motivated to learn through hands on administrative and operational support.

• Support the day-to-day administrative and operational needs of the office in close collaboration with the Regional Office Manager and office management team.
• Maintain a regular physical presence in the office during business hours and serve as a point of contact for routine office operations questions, escalating issues as appropriate.
• Collaborate with colleagues across offices and departments to support clear communication, consistent operations, and firmwide administrative initiatives.
• Develop an understanding of the business and operational needs of the firm’s practice areas and departments through meeting participation, observation, and support of follow up activities.
• Organize and support office events, recognition activities, and engagement initiatives that contribute to employee morale and office culture.
• Provide administrative and operational support to legal administrative teams, including workload monitoring and coverage coordination as directed.
• Assist with timekeeping, time off tracking, invoice processing, expense documentation, and other routine administrative and budget-related tasks.
• Utilize workflow and office systems to support reporting, track requests, and assist with process improvement efforts.
• Assist with onboarding and offboarding processes, including coordinating orientation activities, facilitating introductions, and providing required documentation for review and execution.
• Coordinate office services and facilities needs, including maintenance requests, workspace setup, office moves, and conference room support.
• Work with outsourced vendors and building management to support timely, high-quality delivery of office and facilities services in accordance with firm standards.
• Provide on-site operational and administrative support to other firm offices within the firm’s footprint, as needed, including occasional travel.

• Bachelor’s degree in Human Resources, Business Administration, Management, or a related field required.
• Minimum of one year of prior office or administrative experience preferred.
• Proficiency in Microsoft Office Suite and general office systems.
• Interpersonal skills to communicate professionally and effectively by email, telephone, and in person with attorneys and business professionals.
• Ability to work independently and collaboratively within a team structure.
• Ability to work in a fast-paced environment and shift attention from one area of work to another quickly and effectively.
• Ability to prioritize numerous tasks and complete them under time constraints.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Strong attention to detail, with the ability to produce accurate work and identify errors or…