Client Services & Office Support Specialist

Malman Law; Chicago (IL); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

401(k)

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Referral program

Vision insurance

Job summary

Malman Law is seeking a Client Services & Office Support Specialist to support front office operations in our Chicago office. This full-time, in-office role requires a warm, professional demeanor to create positive first impressions and manage clerical tasks for a smooth client experience.

The position is client-facing, with bilingual Spanish proficiency and strong communication skills. You will assist with check-ins, document handling, scheduling, and office logistics to ensure an efficient,

Qualifications

• Bilingual in Spanish and English is required.
• High school diploma or equivalent is required.
• Prior office, customer service, or administrative experience is preferred.
• Excellent communication and interpersonal skills with a strong customer-service focus.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills, attention to detail, and the ability to prioritize tasks.

Responsibilities

• Greeting clients and visitors to ensure they feel welcomed and comfortable.
• Check-in clients, scan IDs, and notify the appropriate team member of arrivals.
• Provide backup coverage for front office duties as needed.
• Scan and distribute documents for records retention.
• Schedule deliveries and coordinate courier services; manage office calendars.
• Distribute medical record checks and provider checks daily as requested.

Skills

Bilingual Spanish & English

Excellent communication

Strong interpersonal skills

Customer service mindset

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite (Word, Excel, Outlook)

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Client Services & Office Support Specialist

Full Time Clerical Chicago, IL, US

Salary Range: $38,000.00 To $42,000.00 Annually

Malman Law – We Know What Matters Most

At Malman Law, we pride ourselves on a culture built on trusted teams. You will become part of a supportive, collaborative environment that focuses on your success while delivering exceptional service to our clients. We are seeking a Client Services & Office Support Specialist to assist our Front Office Support Staff and help maintain smooth, client-centered front office operations.

This role is highly client-facing and requires a warm, professional individual who excels at creating positive first impressions, managing clerical tasks, and supporting overall office flow. Bilingual Spanish proficiency is required to best serve our diverse client base.

Key Responsibilities

• Support Front Office Support Staff by greeting clients and visitors and ensuring they feel welcomed and comfortable.
• Assist with checking in clients, scanning IDs, and promptly notifying the appropriate team member of their arrival.
• Provide backup coverage for front office functions as needed.
• Scan and distribute documents daily for records retention.
• Assist in scheduling deliveries and coordinating courier services; maintain calendars related to office logistics.
• Distribute medical record checks and provider checks daily as requested by Support Staff.
• Assist with phone system processes, including transferring lines to and from the answering service at scheduled times (9 AM / 5 PM).
• Ensure hospitality items such as coffee, water, and refreshments are stocked and available.
• Help maintain the cleanliness and organization of the front office, conference rooms, and copy room.
• Distribute Malman Law swag to clients as appropriate.
• Perform general clerical tasks and additional duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous office, customer service, or administrative experience preferred.
• Bilingual in Spanish and English required.
• Excellent communication and interpersonal skills with a strong customer-service focus.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills, attention to detail, and the ability to prioritize tasks.
• Familiarity with office equipment (printers, scanners, fax machines) is a plus.

Job Type

Full-time, In-Office, Monday-Friday 9AM-5PM

• 401(k)
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance