Client Services & Office Support Specialist

Malman Law•Chicago, IL

2d•Onsite

About The Position

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.

Requirements

Bilingual in Spanish and English preferred.
High school diploma or equivalent required.
Previous office, customer service, or administrative experience 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.
Familiarity with office equipment (printers, scanners, fax machines) is a plus.

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.