Office Services Manager

Michael Baker International•Chicago, IL

9d•Hybrid

About The Position

Michael Baker International is seeking an Office Services Manager to oversee administrative operations and office services for its Wisconsin and Minnesota offices while supporting business development and strategic growth initiatives across the Chicago Parent Organization. The role ensures efficient day-to-day office operations and partners with business development and operational leadership to coordinate client engagement, maintain sales and pursuit information, support priority opportunities, and advance broader business objectives. A hybrid working arrangement is available in the Chicago, Milwaukee, or Minneapolis areas. A fully remote arrangement may be possible within Illinois, Wisconsin, or Minnesota.

Requirements

At least 7 years of progressively responsible experience in office administration, office services, business operations, marketing, business development support, or a related field.
Associate degree in business administration, office administration, marketing, communications, or a related field, or an equivalent combination of education and relevant experience.
Effective organizational and time-management skills, including the ability to manage multiple priorities in a deadline-driven environment.
Excellent communication, interpersonal, and customer-service skills and the ability to collaborate across teams and leadership levels.
Strong attention to detail, initiative, sound judgment, and follow-through.
Skill in organizing complex information, coordinating meetings and projects, and documenting decisions and action items.
Ability to research and synthesize client, market, opportunity, competitor, and industry information.
Ability to identify and implement operational improvements that support office effectiveness and business growth.
Professional judgment and discretion when handling confidential information.
Proficiency with Microsoft Office applications and ability to learn company systems and tools.

Nice To Haves

Bachelor’s degree.
Ability to support business development, sales, capture planning, proposals, client engagement, or marketing, preferably in the AEC, consulting, professional services, or public infrastructure industries.
Supervisory or team leadership experience.
Experience with sales-tracking, business-intelligence, or enterprise-reporting systems.

Responsibilities

Manage daily administrative operations and office services for the Wisconsin and Minnesota offices in partnership with office leadership.
Establish operational goals, monitor performance, and implement improvements to enhance efficiency and service delivery.
Optimize office processes through effective use of technology, equipment, resources, and standardized workflows.
Maintain consistent practices for correspondence, document management, records retention, retrieval, transfer, and disposal.
Develop and monitor office-services budgets, identify cost-saving opportunities, and manage vendor relationships in accordance with company guidelines.
Develop and maintain office policies and procedures aligned with corporate and regulatory requirements.
Provide technical and procedural guidance to administrative staff and coordinate office-related onboarding and training for new employees.
Monitor quality and service standards across administrative and office-support functions.
Coordinate office events, internal meetings, client visits, and other office activities.
Support the Business Development Manager and operational leadership in advancing business development priorities across the Chicago Parent Organization.
Coordinate capture planning for priority and strategic pursuits, including client intelligence, pursuit strategies, value propositions, win themes, teaming information, and action items.
Coordinate capture meetings, schedules, materials, decisions, and follow-up activities using company-approved tools and processes.
Collaborate with sales leads, capture managers, technical staff, and operational leadership to maintain accurate and organized pursuit and sales information.
Coordinate the transition of capture strategies, key messages, and win themes to proposal and marketing teams for proposals, presentations, and other pursuit materials.
Maintain accurate sales opportunities and business development records in company-designated tracking systems.
Prepare business development and sales reports and conduct client, market, opportunity, capital improvement program, and industry research.
Support client meetings, conferences, professional associations, award submissions, presentations, and other business development and marketing activities.
Maintain business development calendars, contact information, meeting notes, action items, and follow-up records.
Coordinate logistical support for client visits, lunch-and-learns, meet-and-greets, and other relationship-building activities.
Perform other duties as assigned.