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Client Services Coordinator/Office Services Clerk (Chicago, IL) (#4024)

We are seeking aClient Services Coordinator / Office Services Clerkto join our growing Chicago office. As a first point of contact for many of our clients and visitors, you will provide a warm, professional welcome in our main reception/client services area, as well as direct callers and inquiries to the appropriate department or individual at the Firm. In addition, this role will process daily mail and perform general office services duties. Do you excel at providing excellent client and customer service? If so, we would appreciate hearing from you. This is an in-office position, and the work hours are 8:30 a.m. to 4:30 p.m., Monday through Friday.

In this role, you will:

- Answer phones and direct incoming callers; greet clients and visitors; provide concierge services to clients and Firm members.

- Coordinate and reserve conference rooms, calendar accordingly.

- Prepare conference room for meetings; assist with and arrange lunch orders; assist with event planning and clean-up after events and meetings in a timely manner.

- Maintain updated Wi-Fi passwords and post information in all conference rooms and visiting attorney offices.

- Notify building security of visitors to the office and enter work order requests as needed through the building website.

- Place flower orders for the office, as requested.

- Schedule visiting attorney offices, conference rooms, and provide administrative services and resources to visiting attorneys (equipment, catering, etc.).

- Send welcome email for visiting attorneys to the office.

- Assist Global Director of Office Operations with office PTO calendar and send coverage emails to office during absences.

- Assist IS team with conference room set up for meetings and presentations.

- Keep supervisor informed of activities and of any significant issues.

- Maintain a clean and uncluttered work area, ensuring that sensitive materials and valuable items are secure.

- Process daily mail; perform mail pickup and delivery at scheduled times; assist with large mailings. Maintain and supply the postage meter.

- Operate photocopy machine for large copying and scanning projects; call for repairs, as needed.

- Prepare legal records for electronic scanning, such as taping loose sheets, removing staples, and verifying consistent client information. Perform the scanning and quality control/validation process for legal documents.

- Assemble transcripts.

- Manage, track and maintain the office and kitchen supplies. Ensure that all such inventories are regularly monitored, well organized and stocked.

- Assist with outside deliveries, as needed.

- Prepare records for off-site storage. Coordinate delivery and retrieval of files from off-site storage vendor. Assist with annual document destruction, shred files as necessary.

- Promote and maintain the good will and reputation of the Firm by maintaining the highest level of professional conduct and confidentiality.

- May be requested to perform other duties not listed above.

What we’re looking for:

- High School diploma or G.E.D. equivalent.

- At least 1 year of administrative support or related experience.

- Accurate typing skills.

- Good oral and written communication skills.

- Ability to work effectively with all levels of personnel.

- Attention to detail and accuracy.

- Strong organizational skills.

- Strong customer/client service focus and skills.

- Ability to adhere to deadlines.

- Ability to maintain client and firm confidentiality.

- Ability to work independently and in a team environment.

- Working knowledge of Microsoft Office.

- Good judgment in solving problems.

- Ability to ascend/descend a ladder to service the lights and/or access records files and supplies.

- Physical strength and agility to permit full performance of the duties of the position, including bending, walking and lifting up to 30 pounds.

Preferred:

- Previous law firm or other professional services experience.

- Prior mailroom experience and knowledge of office equipment such as photocopier, scanner etc.

About Dorsey:

Dorsey & Whitney is an international law firm with more than 575 lawyers in 22 offices throughout the United States, Canada, Europe and Asia. We are a premier legal counselor to companies worldwide in a wide range of industries, including banking & financial institutions; development & infrastructure; energy & natural resources; food, beverage & agribusiness; healthcare & life sciences; and technology.

Dorsey offers opportunities for advancement within a collaborative and dynamic environment, with competitive pay and excellent benefits. Our benefits are available to business professionals working 17+ hours/week along with their dependents, including spouses and domestic partners regardless of gender. Dorsey’s benefit package includes: comprehensive medical insurance with coverage for infertility, gender-affirming care, behavioral health, and access to virtual providers; dental insurance; vision insurance; 401(k) retirement savings plan with Firm contribution; basic and optional life insurance; short and long-term disability; paid time off; up to 8 weeks of paid parental leave with up to an additional 6-8 weeks of paid short-term disability for business professionals who give birth; paid holidays; paid volunteer day; discretionary bonuses (if bonus eligible); adoption assistance; healthcare, dependent care, and transportation pre-tax reimbursement accounts; back-up child and elder care program; education and college advising program; virtual tutoring; wellbeing programs and activities; mass transit program (certain offices); travel assistance program; 24/7 employee assistance program with access to five confidential visits with a licensed counselor at no cost. (Some benefits are subject to eligibility criteria.)

One of our greatest strengths is a friendly, cooperative culture that values and appreciates each individual. Dorsey has received external recognition for our welcoming workplace, including:

- Mansfield Certification Plus (Diversity Lab)

- Best Law Firms for Women (National Association of Female Executives and Flex-Time Lawyers)

- 100% rating on the Corporate Equality Index (Human Rights Campaign)

- Gold Standard Certification (Women in Law Empowerment Forum)

- Top 100 Adoption-Friendly Workplace (Dave Thomas Foundation for Adoption)

Reasonable Accommodations:

Dorsey is committed to providing disability and religious-based reasonable accommodations, as well as menopause, pregnancy or lactation-related reasonable accommodations. If you require a reasonable accommodation during the application and hiring process, or if you have questions about a workplace reasonable accommodation, please contact us at 612-492-5178.

How to Apply:

Dorsey & Whitney LLP accepts online applications. Please go to the “Careers” section of the Dorsey website at www.dorsey.com/staffjobs and complete Dorsey’s online application form. We are unable to accept application materials by mail or email.

Dorsey & Whitney LLP is an EEO/AAP/Disabled Vets Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, ancestry, sex, national origin, sexual orientation, gender identity, affectional preference, disability, age, marital status, familial status, status with regard to public assistance, military or veteran status, or any other legally-protected status.

Dorsey & Whitney LLP participates in E-Verify.

The pay range for this position in Illinois only is $24.05 to $31.13 per hour.

This range represents Dorsey’s good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon a number of factors, including the candidate’s experience, qualifications, skills and location and may fall outside of the range indicated.

Please note that Dorsey is not currently accepting search firm submissions in connection with this opening.

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Office Location:

Chicago, IL