Operations Office Manager
About The Position
U.S. Legal Support/American Retrieval is a leading provider of litigation support services, dedicated to delivering exceptional service and operational excellence. We are seeking an experienced and detail-oriented Operations Office Manager to oversee office administration, facility management, and operational efficiency. The Operations Office Manager will be responsible for ensuring a well-organized, secure, and efficient workplace. This role involves office administration, reception management, IT and equipment oversight, team leadership, client/vendor relations, and process improvement. Location: Plymouth, MN - Onsite Schedule: Monday - Friday, Standard Business Hours
Requirements
- High School Diploma or equivalent required; Associate’s degree or equivalent experience preferred.
- Three to five years of related experience in client service management, customer service, team leadership in an administrative production environment.
- Prior experience in office management, administrative support, or a related role
- Notary Public certification (or willingness to obtain).
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and experience with RingCentral(preferred).
- Basic understanding of IT troubleshooting and office equipment maintenance.
- Demonstrated ability to manage and track multiple tasks and meet deadlines.
Nice To Haves
- Previous legal and or medical retrieval knowledge preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and experience with RingCentral(preferred).
Responsibilities
- Oversee office maintenance requests, ensuring a clean and functional workspace.
- Manage supply inventory and ordering to ensure departments have necessary materials.
- Handle check signing and UPS shipping/receiving.
- Maintain security and access control, including keycard management and visitor protocols.
- Answer the door and phone calls, directing inquiries professionally.
- Manage the RingCentral phone system, including troubleshooting and call routing.
- Act as the first point of contact for visitors, vendors, and clients, ensuring a professional office environment.
- Provide basic in-office computer support, such as restarting systems and troubleshooting minor issues.
- Manage office equipment maintenance, including scheduling service requests for printers, copiers, and other technology.
- Act as a liaison with third-party IT support to ensure timely resolution of technical issues.
- Lead and support employees, providing guidance to enhance their performance and productivity.
- Coordinate and communicate activities impacting operational decisions to ensure a smooth workflow.
- Oversee daily production and planning, ensuring efficiency in office and operational processes.
- Plan, schedule, and review workload to meet targets in a cost-effective manner.
- Provide overflow assistance to departments when additional administrative support is needed.
- Maintain regular communication with clients, proactively addressing inquiries and concerns.
- Ensure customer satisfaction by responding to operational issues and problem-solving effectively.
- Take on special projects as assigned to improve operations and office efficiency.
- Identify areas for process improvement, implementing strategies to streamline workflows.
Benefits
- Competitive salary and comprehensive benefits package.
- Opportunity to make a direct impact on office operations and team efficiency.
- Supportive and collaborative work environment.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
251-500 employees
