Workplace Operations Support Coordinator

Job Summary

Shipman’s value lies in our commitment — to our clients, to the profession and to the community. We have one goal: to help our clients achieve their goals. How we accomplish it is simple: we devote our considerable experience and depth of knowledge to understand each client’s unique needs, business and industry, and then we develop solutions to meet those needs.

With more than 150 lawyers in offices throughout Connecticut, Massachusetts, New York, we serve the needs of local, regional, national and international clients. Our clients include public and private companies, institutions, government entities, non-profit organizations and individuals.

We are seeking a detail-oriented and organized Workplace Operations Support Coordinator to join our team. The ideal candidate will play a crucial role in ensuring smooth daily operations within the organization. This position requires strong administrative skills, excellent customer service abilities, and proficiency in various office management tasks. The Workplace Operations Support Coordinator will be responsible for coordinating office activities, supporting staff, and maintaining efficient workflows.

The Workplace Operations Support Specialist will be a versatile team member with cross-training in multiple functional areas.

• Work within Digital & Print Services to support day-to-day operations, projects, and service requests.
• Assist with digital and print production, finishing, and delivery.
• Provide reception coverage as needed, including answering phones, greeting clients, and managing conference room requests.
• Handle workplace/firm luncheon ordering, setup, and breakdown.
• Handle administrative and facilities-related tasks, ensuring timely and accurate completion.

• Serve as the designated backup for:
• Digital & Print Services staff during peak workloads or absences.
• Reception in the primary receptionist’s absence.
• Office Services staff during vacation, illness, or high-volume periods.

• Operate and support digital print, scanning, and finishing equipment; monitor job queues to meet deadlines.
• Firmwide lunch setups and breakdowns (ordering lunch for workplace events, setting the lunches up, and cleaning up after the lunch ends).
• Perform reception responsibilities when needed (call management, visitor check-in, parking validations, hospitality tasks).
• Manage mail, courier, supply, and records workflows in Office Services.
• Support firmwide service initiatives and contribute to workplace efficiency improvements.
• Provide consistent, professional, and client-focused support across all service areas.

• Strong organizational and multitasking skills.
• Ability to learn and adapt quickly across multiple operational functions.
• Professional communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and ability to learn specialized software (e.g., conference room booking, print management systems).
• Flexibility to adjust between departments based on business needs.

The work is primarily of an intellectual nature and requires a variety of physical capabilities. The employee must occasionally lift and/or move up to 10 lbs. and rarely has to lift and/or move up to 25 lbs. This position requires the ability to operate a keyboard at efficient speed. While performing the duties of this job, the employee is regularly to stand, walk, talk and hear.

The noise level in the work environment is usually moderate.

The Firm will not make employment decisions (including decisions related to hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, ancestry, disability, pregnancy, genetic information, gender identity or expression, veteran status, status as a victim of domestic violence or any other characteristics protected by applicable law except in the case of a bona fide occupational qualification.

To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The preceding job description has been designed to illustrate the general nature and requirements for the performance of this position. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Job Type: Full-time