Office Services Supervisor

Freeman Mathis & Gary, LLP; Chicago (IL); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

Health insurance (medical, dental, and

HSA and FSA plans available

Work-life balance

Generous PTO policy

401(k) plan with employer contribution

Life insurance and long-term disabled

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 shared spaces, ensuring efficient operations and cost control. Strong leadership and communication are essential.

Requirements include a Bachelor’s Degree and at least two years of clerical experience, with up to 20% travel. We offer competitive compensation and a comprehensive benefits package.

Qualifications

• Bachelor’s Degree in any field.
• At least two years of progressively responsible clerical experience required.
• Strong supervisory and leadership skills.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and delegate when appropriate.
• Ability to function well in a high-paced work environment.
• Proficient with standard business equipment and document management systems.
• Willingness to travel up to 20% by flight.

Responsibilities

• Oversee the work product of Office Service Coordinators, ensuring daily tasks and projects are completed timely.
• Manage timekeeping and attendance records for Office Service Coordinators.
• Assist with training of new hires and guidance on office inquiries.
• Collaborate with Administrative Managers to maintain effective office spaces.
• Set up newly acquired offices or office space.
• Assist Administrative Managers with vendor coordination.
• Maintain records and ensure adherence to FMG policies for office services.
• Create uniform service delivery across FMG offices.
• Ensure offices are clean and reflect Firm standards.
• Perform other related duties as assigned.

Skills

Supervisory leadership

Office administration

Time management

Communication skills

Microsoft Office Suite

Vendor coordination

Travel coordination

Education

Bachelor’s Degree

Tools

Microsoft Office

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:

• Unpretentious, Approachable, Respectful, Team Oriented
• Accountable, Takes Ownership, Corrects Mistakes
• Organized, Timely, Confidential, Responsive (within 24 hours)

Duties and Responsibilities:

• 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
• Sets up newly acquired offices or office space.
• Assist Administrative Managers with vendor coordination
• Maintains records and ensures FMG operations policies and procedures are followed in respect to office services
• Creates a uniform service delivery to all FMG office locations
• Ensures offices are clean and represent the Firm standards of representation
• Performs other related duties as assigned

Education, Experience, and Skills:

• Bachelor’s Degree in any field or study
• At least two years of progressively responsible clerical experience required
• Strong supervisory and leadership skills
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills, with a proven ability to meet deadlines
• Ability to prioritize tasks and to delegate them when appropriate
• Ability to function well in a high-paced work environment
• Basic understanding of how to operate standard business equipment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, OneDrive), experience with use of document management systems.
• The position requires travel up to 20% by flight.

What we offer you

• Competitive compensation
• Comprehensive benefits package, including medical, dental, and vision
• HSA and FSA plans available for employees and dependents
• Work-life balance
• Generous PTO policy
• 401(k) plan including a 3% Employer Safe Harbor contribution
• Firm paid life insurance and long-term disability
• Employee Assistance Program
• Year-end bonuses and referral fee programs

EEO Statement

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 drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.