Office Operations Administrator in Chicago, Illinois at U.S. Legal Support

Location: Chicago, IL

Schedule: Full-Time | Monday - Friday | Standard Business Hours

US Legal Support is one of the nation's leading providers of litigation support services, helping law firms, corporations, insurance carriers, and government agencies navigate complex legal matters. Through innovative technology, exceptional service, and industry expertise, we deliver solutions that help our clients move cases forward efficiently and confidently.

We're looking for a highly organized professional who thrives in a fast-paced environment and enjoys balancing operations, project coordination, office administration, and process improvement. If you're energized by solving problems, improving workflows, and keeping teams running efficiently, we'd love to meet you.

As an Office & Operations Administrator, you will play a critical role in ensuring our office operates efficiently and effectively each day. This position combines administrative leadership, office management, team coordination, and operational support. You will oversee day-to-day office functions, support staff and departmental leaders, coordinate administrative processes, and help maintain a productive, organized, and collaborative work environment.

This role is ideal for a highly organized professional who enjoys balancing office administration, team support, project coordination, and process improvement while providing guidance and direction to administrative staff and support teams.

Key Responsibilities

Office Administration & Operations

• Manage the daily operations of the office to ensure an efficient and professional work environment.
• Coordinate office activities, schedules, meetings, training sessions, and company events.
• Maintain office supply inventory and oversee vendor relationships and service providers.
• Organize and maintain company records, files, and operational documentation.
• Prepare reports, presentations, meeting materials, and internal communications.
• Assist leadership with special projects, process improvements, and operational initiatives.
• Serve as the primary point of contact for office-related issues and facility coordination.

Team Coordination & Supervision

• Provide day-to-day guidance and support to administrative and support staff.
• Assist with onboarding and training new employees.
• Monitor workload distribution and help prioritize assignments.
• Promote accountability, teamwork, and adherence to established processes.
• Support employee engagement initiatives and office culture activities.
• Coordinate communication between departments to ensure smooth operations.

Administrative Support

• Support department leaders with scheduling, reporting, project coordination, and administrative tasks.
• Manage calendars, coordinate meetings, and track action items.
• Assist in organizing company events, training programs, and team-building activities.
• Handle confidential information with professionalism and discretion.

Reporting & Process Improvement

• Track operational and administrative metrics and prepare reports as needed.
• Monitor office processes and identify opportunities for efficiency improvements.
• Assist with documenting procedures and maintaining process consistency.
• Support continuous improvement efforts through workflow evaluation and administrative best practices.

What You'll Bring

• Exceptional organizational and time management skills.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Proven ability to coordinate projects and administrative activities.
• Strong problem-solving and decision-making abilities.
• Professional demeanor and ability to work with all levels of the organization.
• A proactive, customer-service-oriented approach.
• Ability to work independently while fostering collaboration across teams.

Qualifications

• 3+ years of experience in office administration, office management, executive support, operations coordination, or a related role.
• Previous experience providing guidance, training, or supervision to administrative staff preferred.
• Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience coordinating meetings, events, schedules, and office operations.
• Proven ability to manage multiple priorities in a fast-paced environment.
• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

Preferred Qualifications

• Previous experience supervising administrative or support personnel.
• Experience managing office vendors, facilities, or office services.
• Experience in professional services, legal services, healthcare, financial services, or corporate office environments.
• Experience tracking budgets, invoices, or office expenses.
• Strong process improvement and organizational development skills.
• Experience working with remote or offshore teams is a plus.
• 
  

• Competitive compensation package
• Comprehensive medical, dental, and vision coverage
• 401(k) with company match
• Paid parental leave
• LifeLock Identity Protection
• Paid time off and company-recognized holidays
• Professional development and career growth opportunities
• Collaborative and supportive team environment
• Opportunity to make a direct impact on operational excellence

At US Legal Support, our people are our greatest asset. We foster a culture of accountability, collaboration, innovation, and continuous improvement. We value diverse perspectives, encourage professional growth, and are committed to creating an environment where employees feel supported, empowered, and successful.

US Legal Support is an Equal Opportunity Employer and is committed to creating an inclusive workplace for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

Candidates must be legally authorized to work in the United States. US Legal Support participates in E-Verify where required by law.