Receptionist/Office Services Specialist

The Receptionist/Office Services Specialist plays a crucial role in ensuring the smooth operation of Fisher Phillips' Portland, Maine office. This role involves visitor management, scheduling meetings, coordinating office events, providing administrative support, managing office equipment, and maintaining common areas.

Key Responsibilities

• Serve as the first point of contact for all visitors, including clients, attorneys, firm personnel from other offices, vendors, and delivery personnel.
• Prepare for scheduled visitors and meetings, greet visitors warmly, assist with their needs, and maintain a welcoming and professional reception area.
• Answer and route incoming telephone calls, take accurate messages, and ensure prompt, courteous communication.
• Schedule, prepare, and maintain conference rooms for meetings, ensuring they are organized and equipped with necessary materials. Coordinate with meeting hosts regarding room setup and meeting requirements.
• Manage the office conference room calendar and support office events as needed. Ensure conference rooms remain presentable and available for unscheduled use.
• Provide overflow administrative support, including time entry, document preparation, copying, scanning, expense processing, and other clerical tasks. Assist attorneys and staff with additional administrative projects as assigned.
• Maintain office supply inventory and coordinate ordering and deliveries. Manage off-site records storage by entering and maintaining box information in the firm's database.
• Communicate effectively through clear, timely, and professional verbal and written correspondence. Serve as a professional point of contact for clients, attorneys, opposing counsel, vendors, and visitors.
• Receive, sign for, and distribute incoming mail and deliveries. Process incoming faxes and notify recipients of packages and deliveries. Maintain package delivery logs and ensure timely distribution.
• Perform occasional local deliveries and pick-ups as needed. Stock and replenish kitchen supplies, snacks, beverages, and coffee station items. Maintain the cleanliness and organization of all common areas, including the reception area, conference rooms, and kitchen.
• Keep appropriate personnel informed of project status, deadlines, and progress. Respond promptly and thoroughly to requests and inquiries. Prioritize multiple assignments while maintaining accuracy and attention to detail.

Requirements

• Bachelor's degree preferred; recent college graduates are encouraged to apply.
• Strong computer proficiency and the ability to operate standard office equipment, including multi-line phone systems, copiers, scanners, printers, and related technology.
• Willingness and ability to quickly learn firm software, including iManage and Concur.
• Strong organizational, communication, and customer service skills.

Pay & Benefits

The hourly rate range for this position is $20.73 - $25.13. Actual base pay within this range will be determined by several components, including but not limited to, location, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law.

Fisher Phillips offers a comprehensive benefits package including health, dental, and vision insurance, a 401(k) with profit sharing, generous paid time off, and holidays. Additional optional benefits are also available to support your unique lifestyle.

To learn more about our firm, visit us at www.fisherphillips.com. Fisher Phillips is an Equal Opportunity Employer. We are only accepting direct applicants; third-party recruiters or agencies will not be considered. No phone inquiries, please.