Office Operations Coordinator

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.

• 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 Fed Ex charges.
• Organize and supervise print, scan and copy…