Office Administrator

Keller Postman represents a broad array of clients in class and mass actions, individual arbitrations, and multidistrict litigation matters at the trial and appellate levels in federal and state courts. Serving hundreds of thousands of clients in litigation and arbitration, we have prosecuted high-profile mass tort, antitrust, privacy, product liability, employment, and consumer-rights cases. Our firm also acts as plaintiffs’ counsel in high-stakes public-enforcement actions. Our mission is to achieve exceptional results for our clients, drive innovation in the practice of law, and pursue unparalleled excellence in everything we do.                 

Summary/Objective: This front desk position will be responsible for creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness and communication. The ideal candidate will have experience with handling a range of administrative support and office management related tasks. The candidate must be well organized and flexible and enjoy the administrative challenges of supporting a growing company. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimal supervision.

This is a full-time, in-person position in our downtown Chicago office (Monday – Friday, 8:30am – 5:00pm CT). Compensation for the role is $25.00 to $29.00 per hour, depending on experience, plus the role is eligible for a year-end discretionary performance-based bonus and benefits.

Essential Functions:

• Manage all incoming and outgoing postal mail and parcel deliveries, including opening, sorting, and disseminating to employees in a timely manner.
• Maintain the general office condition throughout the day, including cleaning spaces, arranging necessary repairs, and stocking supply rooms.
• Maintain kitchen, including starting kitchen for the morning, loading/emptying dishwashers as necessary, cleaning/stocking kitchen and fridges multiple times throughout the day, and closing kitchen.
• Maintain all conference rooms to ensure they are always clean and ready for use, including storage areas and fridges.
• Manage scheduling of rooms and priority of bookings office-wide. 
• Maintain office machines such as copiers, printers, postage machine, shredder, etc.
• Manage all office and printing supplies; ordering, inventory, and stocking.
• Assist with planning in-house or off-site activities as requested, such as, parties, celebrations, or conferences.
• Act as first point of contact for all visitors and employees to the suite, including being present to greet and assist all planned visitors and approachable at all times (no headphones/EarPods).
• Serve as liaison with building management, including relaying building announcements to staff and submitting/coordinating maintenance issues as needed.
• Coordinate with HR and IT for new hire processing and terminations (update directory, building security cards, etc.).
• Create and administer detailed lists for supply inventory, equipment management, various accounts and contract services, and help maintain vendor relationships.
• Provide administrative assistance to other persons and teams in the office as requested, including data entry and various special project assignments.
• Work with admin team to address all inbound emails to the “adminteam” inbox.

Knowledge, Skills, Abilities:

• Excellent verbal and written communication, time management, task priorization, and data entry skills.
• Capable of independent judgment when identifying solving problems.
• Experienced with Microsoft Office Suite, with the ability to learn new or updated software.
• A creative mind with an ability to suggest improvements.
• Ability to communicate with others effectively, listen closely and convey points clearly.
• Ability to work independently or as part of a team.
• Excellent organizational skills, with the ability to multi-task and adapt to changes quickly.