Operations Office Manager

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 Key Responsibilities:

Office Administration & Facility Management 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. Reception & Communication 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. IT & Equipment Management 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. Operations & Team Leadership 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. Client & Vendor Relations Maintain regular communication with clients, proactively addressing inquiries and concerns. Ensure customer satisfaction by responding to operational issues and problem-solving effectively. Special Projects & Continuous Improvement Take on special projects as assigned to improve operations and office efficiency. Identify areas for process improvement, implementing strategies to streamline workflows.

Qualifications & 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. Previous legal and or medical retrieval knowledge preferred. 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. Why Join Us? Competitive salary and comprehensive benefits package. Opportunity to make a direct impact on office operations and team efficiency. Supportive and collaborative work environment. If you are a highly organized and proactive professional looking for an opportunity to contribute to a dynamic team, we encourage you to apply today! Operations Office Manager 2.8 2.8 out of 5 stars 2905 Northwest Boulevard, Plymouth, MN 55441 Full-time U.S. Legal Support 216 reviews Full-time 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 Key Responsibilities:

Office Administration & Facility Management 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. Reception & Communication 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. IT & Equipment Management 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. Operations & Team Leadership 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. Client & Vendor Relations Maintain regular communication with clients, proactively addressing inquiries and concerns. Ensure customer satisfaction by responding to operational issues and problem-solving effectively. Special Projects & Continuous Improvement Take on special projects as assigned to improve operations and office efficiency. Identify areas for process improvement, implementing strategies to streamline workflows.

Qualifications & 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. Previous legal and or medical retrieval knowledge preferred. 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. Why Join Us? Competitive salary and comprehensive benefits package. Opportunity to make a direct impact on office operations and team efficiency. Supportive and collaborative work environment. If you are a highly organized and proactive professional looking for an opportunity to contribute to a dynamic team, we encourage you to apply today!