Operations Office Manager at U.S. Legal Support – Plymouth, Minnesota

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!