The Position

Michael Best has an exciting opportunity for an Office Services Specialist (OSS) for our Chicago office. This position requires 40 – 45 hours a week on-site, Monday – Friday between the hours of 8:00am to 5:00pm with some flexibility of schedule considered. On occasion, additional hours (earlier mornings or evenings) may be required for specific events, projects, or initiatives.

The OSS will be in regular contact with clients, visitors and employees and must enjoy providing efficient, gracious, and professional customer service. This is a highly visible role within the office. As a direct report to the office’s Facilities and Records Manager (FRM) with oversight by the Administration and Operations Manager (AOM), you will have the opportunity to assist with a variety of engaging tasks!

What You'll Be Doing

• Provide back-up assistance at Reception Desk for breaks, lunch, or in the event of an absence.
  • Serving visitors by greeting, welcoming, and directing them appropriately – notifying Firm’s personnel of visitor arrival.
  • Ensure a high standard of client service.
  • Send out daily visitor reports to the office.
  • Send out pre-visitor correspondence to visiting colleagues and clients/guests.
  • Ensure reception area is tidy and welcoming.
• Light general office and clerical responsibilities – monitor phones, retrieve and process postal mail, overnight courier packages and interoffice envelopes.
• Copy, scan and bind documents.
• Coordinate conference room reservations, set up, take down, and cleaning/sanitizing of conference rooms for meetings.
• Ensure conference room equipment is operational through regular facility walks and testing exercises.
• Assist with the maintenance and operation of all office equipment.
• Assist with the maintenance and set up of visitor offices.
• Catering orders for office meetings and events, as requested.
• Keep kitchen and wellness room areas tidy and stocked.
• Inventory and monitor office supplies; order and stock items, as needed.
• Basic events support, under the direction of the office’s AOM, for client events and recognition celebrations.
• Assist with records cataloging and off-site storage retrieval.
• Offer administrative support across the office as requested to Legal Assistants, Timekeepers and Professionals.
• Complete and submit expense reports, as requested.
• Work with local Office Managing Partner (OPM) and AOM for office space planning and facilities requests.
• Other administrative duties, as assigned.

Job Requirements:

Knowledge Base & Education:

• High School Diploma (or equivalent) minimally required; higher diploma or degree preferred.
• Combined experience in customer-service, administrative support, or professional services role(s).
• Prior successful experience in a professional services office setting is preferred.
• Proficiency in MS Office programs, including typing and proofing skills.
• Technology literacy and willingness to learn new technologies and software.

Adaptability:

• Ability and willingness to work in the office five days per week.
• Ability to learn and embrace new skills and best practices as the position evolves and Firm needs change.
• Ability to work quickly and accurately under pressure and varying deadlines.
• Ability to work well independently as well as effectively within a team.
• Ability to multi-task, set priorities, manage time effectively and exhibit excellent follow-up.
• Strong organizational skills with excellent judgment and attention to detail.

Collaboration:

• Team player mentality, with a desire to be a part of a collaborative, high-performing group.
• Ability to develop relationships and foster teamwork at all levels of the Firm.
• No task is too small mentality.

Communication:

• Professional in-person and over-the-phone presence, as a client-facing member of the team.
• Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff.
• Excellent oral and written communication skills.

Problem Solving Skills:

• Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions.
• Ability to respond to unexpected challenges, including proactively developing innovative solutions to complex problems while maintaining a professional demeanor.

Professionalism:

• Ability to maintain composure and demonstrate good judgment.
• Ability to manage confidential information and sensitive situations with tact and discretion.

Other:

• Valid authorization to work in the U.S.

The Company

This is an opportunity to work with the Best. We are Michael Best & Friedrich, LLP. We are a full-service law firm with more than 350 lawyers and technical professionals who work in collaborative, interdisciplinary practices to serve clients around the world.

We work with companies in all kinds of industries, as well as trade associations, nonprofits, educational institutions, governments, family trusts, and high-net-worth individuals. Since our firm’s founding in 1848, we’ve continuously evolved to meet our clients’ changing needs and expectations. One thing remains the same: For generations, clients have relied on Michael Best for exceptional legal service and business acumen.

The Location

We have offices in Wisconsin (Milwaukee, Madison, Manitowoc, Waukesha); Illinois (Chicago); Utah (Cottonwood Heights, Salt Lake City); Colorado (Denver, Broomfield); Texas (Austin); North Carolina (Charlotte, Raleigh, Wilmington); and Washington DC. Our contemporary office spaces are ideal for concentration and collaboration; supporting our culture of working together to make great things happen for our Clients. This position is located in our Chicago office.

Why You Should Apply

At Michael Best, we are proud to offer a comprehensive and competitive Total Rewards package that provides a variety of resources designed to enhance its employees’ overall well-being, both at work and at home. Competitive base pay, outstanding benefits, opportunities for learning and growth, all programs designed to help you plan for the future, and perks that inspire your downtime are all part of our total compensation package.

To be considered for this position, please submit an application via our online portal.

Recruitment agencies: Michael Best is not accepting unsolicited agency resumes for this position. Please do not forward resumes to our careers email address or any Firm employees. Michael Best is not responsible for any fees related to unsolicited resumes.

Michael Best & Friedrich LLP, Michael Best Strategies LLC, and Michael Best Consulting LLC (collectively known as "Michael Best") are steadfastly committed to providing equal employment opportunity and maintaining a workplace for employees and applicants for employment that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact our Recruiting team at 414.225.4999 or careers@michaelbest.com to let us know the nature of your request and your contact information.