Office Services Supervisor

Office and Administrative Services Chicago, IL


Description

Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity for an Office Services Supervisor in our Chicago office. We offer competitive compensation and an excellent benefits package.    
    
Position Summary:    
    
Direct supervisory responsibility for the daily operations of the Office Services Department, copy center, and staff. This position also participates in the daily duties rotation as part of the coverage team.    
    
Duties & Responsibilities:    
  • Demonstrates effective interpersonal, written/verbal communication skills to facilitate effective working relationships with clients, vendors, attorneys, and staff.
  • Coordinates and oversees department projects, day-to-day operations and long-range plans.
  • Recommends and implements changes and improvements in methods and procedures to higher level management.
  • Ensures current knowledge of firm policies and practices for office services staff, current knowledge of industry trends, and ongoing professional development of office services staff.
  • Engages in strategic (long range) planning by developing departmental goals and supporting objectives for other departments and practice groups.
  • Administers, complies with, and understands office/firm operation, policies and procedures.
  • Develops and communicates departmental guidelines and procedures to promote efficiency, effectiveness, excellent customer service and improved employee relations, in alignment with the firm’s culture and values.
  • Ensures accurate and timely responses to requests for departmental services.
  • Effectively utilizes the firm’s performance management process to communicate performance expectations, monitor performance, coach employees, provide guidance in the resolution of problems, and manage unsatisfactory performance.
  • Monitors time, attendance and overtime to ensure accuracy, and compliance with firm policies.
  • Participates in the interviewing, selection, and training process.
  • Assists with finances inclusive of annual budget creation/monitoring, approving invoices, cost analysis and researching/negotiating vendor contracts.
  • Researches and selects products needed to support the department and office.
  • Directs and monitors activity of subcontracted vendors (i.e., copiers, electrical and HVAC).
  • Manages reconciliation of Firm credit card accounts.
  • Assists with front of house (FOH) operations inclusive of catering and conference center coordination.
  • Manages firm resources responsibly.
  • Performs other relates duties as assigned.
Skills & Competencies:    
  • Qualified applicants must have excellent verbal and written communication skills and strong customer service skills. This position requires the ability to work in a professional, fast paced environment. Must be able to shift priorities and manage change with a positive outcome.
  • Demonstrates effective interpersonal and communication skills, both verbal and written.
  • Demonstrates experience with leading and supervising others.
  • Proactive with excellent analytical, troubleshooting, organizational and planning skills, and ability to effectively delegate.
  • Demonstrates close attention to detail.
  • Ability to handle multiple projects and shifting priorities.
  • Ability to handle complex issues/duties requiring independent judgment and discretion.
  • Executes instructions and firm policies and procedures with confidence.
  • Ability to handle sensitive matters and maintain confidentiality
  • Knowledge of relevant firm computer software programs (Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
  • Knowledge of the annual budget process.
  • Flexibility to adjust hours and work the hours necessary to meet operation and business needs.
  • Work overtime as required.
  • Requires manual dexterity and physical mobility, including the ability to move frequently as needed for mail and supplies delivery or other similar tasks.
Qualifications & Prior Experience:    
  • Five plus years of prior law firm experience in office services or facilities, with 3 or more years’ experience as a supervisor.
  • Bachelor’s degree preferred.
  • Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook
Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.
    
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