Office Services Supervisor

Freeman, Mathis & Gary; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

Work-life balance

Generous PTO policy

401(k) plan with employer contribution

Life insurance and long-term disabilit

Employee Assistance Program

Year-end bonuses and referral programs

Job summary

Freeman Mathis & Gary, LLP is seeking an enthusiastic Office Services Supervisor to join our Chicago, Kansas City or Dallas team. The role oversees office services including vendors, supplies, and maintenance of conference rooms, kitchens, and lobbies, ensuring spaces reflect the Firm’s standards.

You will supervise Office Service Coordinators, manage timekeeping and attendance, assist with training, and collaborate with Administrative Managers to maintain efficient, safe operating environments.

Qualifications

• Bachelor's degree in any field required.
• Minimum two years of clerical experience.
• Strong supervisory and leadership skills.
• Excellent verbal and written communication.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills with attention to detail.
• Excellent time management with ability to meet deadlines.
• Ability to prioritize and delegate tasks.
• Ability to work well in a high-paced environment.
• Proficient with standard office equipment.
• Proficient in MS Office; experience with document management systems.
• Willingness to travel up to 20% by flight.

Responsibilities

• Oversee the work of Office Service Coordinators to ensure timely completion.
• Manage timekeeping and attendance records, including PTO and timecard approvals.
• Coordinate training of new hires and guidance on office inquiries.
• Collaborate with Administrative Managers to maintain efficient, safe office spaces.
• Set up newly acquired offices or office space.
• Assist Administrative Managers with vendor coordination.
• Maintain records and ensure FMG policies followed in office services.
• Create a uniform service delivery across FMG locations.
• Ensure offices are clean and reflect firm standards.
• Perform other related duties as assigned.

Skills

Supervisory leadership

Verbal communication

Written communication

Interpersonal skills

Customer service

Organizational skills

Time management

Task prioritization & delegation

High-paced environment

Office equipment basics

MS Office Suite

Travel readiness

Education

Bachelor's Degree

Tools

MS Office Suite

Document management systems

Job description

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys servicing clients in 40 offices and 22 states seeking an enthusiastic Office Services Supervisor to join our Chicago, Kansas City or Dallas team. The Office Services Supervisor assists in overseeing the firm’s office services which include office vendors, office supplies, and maintenance of shared spaces such as conference rooms, kitchens, and lobbies. This position maintains the Firms exceptional standards for productive office space. The Office Service Supervisor supports the Administrative Managers and supervises the daily tasks of Office Service Coordinators to ensure efficient operations, service delivery, and expense control.

The following set of success factors describe the characteristics of those who are successful in our Firm:

• Helpful,Congenial,Personable,Positive
• Unpretentious,Approachable,Respectful,TeamOriented
• Accountable,TakesOwnership,CorrectsMistakes
• Organized,Timely,Confidential,Responsive(within24hours)

DutiesandResponsibilities

• Oversee the work product of Office Service Coordinators, ensuring daily tasks, projects, and other assignments are completed in a timely and effective manner
• Manages timekeeping and attendance records for Office Service Coordinators including PTO request, timecard adjustments and approvals.
• Assist with coordinating training of new hires and providing guidance regarding appropriate responses to employee office inquiries
• Collaborate with Administrative Managers to ensure effective office spaces are managed for an efficient, safe, and productive operating environment
• Setsupnewlyacquiredofficesorofficespace.
• AssistAdministrativeManagerswithvendorcoordination
• Maintains records and ensures FMG operations policies and procedures are followed in respect to office services
• CreatesauniformservicedeliverytoallFMGofficelocations
• Ensures offices are clean and represent the Firm standards of representation
• Performsotherrelateddutiesasassigned

Education,Experience,andSkills

• Bachelor’sDegreeinanyfieldorstudy
• At least two years of progressively responsible clerical experience required
• Strongsupervisoryandleadershipskills
• Excellentverbalandwrittencommunicationskills
• Excellentinterpersonalandcustomerserviceskills
• Excellentorganizationalskillsandattentiontodetail
• Excellenttimemanagementskills,withaprovenabilitytomeetdeadlines
• Abilitytoprioritizetasksandtodelegatethemwhenappropriate
• Abilitytofunctionwellinahigh-pacedworkenvironment
• Basicunderstandingofhowtooperatestandardbusinessequipment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, OneDrive), experience with use of document management systems.
• Thepositionrequirestravelupto20%byflight.

Whatweofferyou

• Competitivecompensation
• Comprehensivebenefitspackage,includingmedical,dental,andvision
• HSAandFSAplansavailableforemployeesanddependents
• Work-lifebalance
• GenerousPTOpolicy
• 401(k)planincludinga3%EmployerSafeHarborcontribution
• Firmpaidlifeinsuranceandlong-termdisability
• EmployeeAssistanceProgram
• Year-endbonusesandreferralfeeprograms

EEOStatement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drugâfree workplace policy, which includes the ability to pass a preâemployment drug screen. Employees may be subject to reasonableâsuspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.