Office Services Manager

Corporate Practice Michael Baker International understands that people require choices in where they want to begin to build a sustainable future. For more than 80 years, Michael Baker International has maintained an entrepreneurial work environment that fosters great careers, which ultimately has brought great success to the organization. Michael Baker offers many opportunities to help you grow professionally to build your career. Whether it is in Finance, IT, Human Resources, Technology, Communications, Proposal Production, Legal, or our National Practice and Market segments, take your next step with us and help make a difference in the lives of those you work with and those we serve.

What We’re Looking For:

Michael Baker International is seeking an Office Services Manager to join the team. The successful candidate will oversee administrative operations and office services for the Wisconsin and Minnesota offices while supporting business development and strategic growth initiatives across the Chicago Parent Organization. This role ensures efficient day-to-day office operations while partnering 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 within the Chicago, Milwaukee, or Minneapolis areas. There may be the possibility of a fully remote arrangement within the states of Illinois, Wisconsin, or Minnesota. PLEASE NOTE THAT WE ARE UNABLE TO SPONSOR OR TAKE OVER SPONSORSHIP OF AN EMPLOYMENT VISA FOR THIS OPPORTUNITY AT THIS TIME.

What You’ll Do:

Office Services and Administrative Operations

• 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 the 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

Business Development and Sales Support

What You Need to Succeed:

• Minimum qualifications
• 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; bachelor’s degree preferred
• Effective organizational and time-management skills with the ability to manage multiple priorities in a deadline-driven environment
• Excellent communication, interpersonal, and customer-service skills with the ability to collaborate effectively across teams and leadership levels
• Strong attention to detail, initiative, sound judgment, and follow-through
• Skilled 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
• Adept at identifying and implementing 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
• Preferred qualifications
• Capable of supporting business development, sales, capture planning, proposals, client engagement, or marketing, preferably within the AEC, consulting, professional services, or public infrastructure industries
• Supervisory or team leadership experience
• Experience with sales-tracking, business-intelligence, or enterprise-reporting systems

Compensation:

The approximate compensation range for this position $97,000 - $100,000 per year. This compensation range is a good faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location.

Why Choose Us:

• Medical, dental, vision insurance
• 401k Retirement Plan
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Life, AD&D, short-term, and long-term disability
• Professional and personal development
• Generous paid time off
• Commuter and wellness benefits
• Tuition reimbursement

THIS POSTING IS FOR A CURRENT VACANCY AND MICHAEL BAKER INTENDS TO FILL THIS POSITION BY JANUARY 28, 2027.

Michael Baker International, a leading provider of engineering and consulting services, including design, planning, architectural, environmental, construction and program management, has been solving some of the world’s most complex infrastructure challenges for more than 85 years with a legacy of expertise, experience, innovation and integrity.

Based in Pittsburgh and with over 100 offices nationwide, we partner with clients on everything from roads, bridges, tunnels, mass transit, and airports, to water treatment plants, arctic oil pipelines, environmental restoration and specialized overseas construction. We serve as a trusted adviser to the communities we serve, making them safer, more accessible, more sustainable and more prosperous.

We provide visionary leadership in facilitating transformational change for our clients. Our work delivers differentiating innovations and dedicated experts who challenge the status quo and share a world of diverse experience and an impassioned entrepreneurial spirit. We deliver quality of life.

We Make a Difference.

Michael Baker International is proud to be an Equal Opportunity Employer. Michael Baker International provides equal employment opportunity for all persons, in all facets of employment. Michael Baker International maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks. We encourage all qualified applicants to apply for any open position for which they feel they are qualified and all will receive consideration for employment without regard to race, color, religion, creed, age, gender, sexual orientation, gender identity, national origin, citizenship status, marital status, familial status, pregnancy or childbirth, genetic information, disability, protected veteran status, status with regard to public assistance, or membership or activity in a local human rights commission, or any other legally protected status.

EEO is the Law. Applicants to and employees of Michael Baker International are protected under Federal law from discrimination.

*It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

*There is no current application deadline. Michael Baker will continue to accept applications on an ongoing basis until the position is filled or no longer needed.