Client Services & Office Support Specialist in Chicago, Illinois at Malman Law

Malman Law – We Know What Matters Most

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.

• 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.

• High school diploma or equivalent required.
• Previous office, customer service, or administrative experience preferred.
• Bilingual in Spanish and English required.
• 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.

Full-time, In-Office, Monday-Friday 9AM-5PM

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

No phone calls please from applicants or recruiters. Qualified candidates will be contacted directly.