Receptionist/Office Services Specialist

Office Services Specialist/Receptionist

(Portland, Full-time Onsite)

Fisher Phillips, a premier international labor and employment law firm, is seeking a skilled and professional Office Services Specialist/Receptionist to join our team in our Portland, Maine office. This essential role ensures the seamless operation of our office, providing vital support to our team while delivering exceptional client service and maintaining our commitment to excellence. Recent college grads will be considered for entry level opportunity. Professional demeanor and commitment to client service are a must.

Key Responsibilities

Visitor Management & Reception

• Key point of initial contact for all visitors to the office - includes clients, Fisher Phillips personnel from other firm offices, delivery persons and others.
• Prepare for expected or scheduled visitors.
• Greet visitors warmly and assist them as needed, maintaining a welcoming and professional environment in the reception area.
• Answer and route phone calls, take messages when necessary, and ensure prompt and professional communication.

Meeting, Events & Office Support

• Schedule and prepare conference rooms for meetings, ensuring they are fully equipped and organized. Consult with host lawyers beforehand about any needs for the meetings.
• Manage the office calendar system to coordinate meetings and events efficiently.
• Maintain conference rooms in good order at all times for any unscheduled usage needs.

Administrative & Secretarial Overflow Assistance

• Assist with overflow secretarial tasks, including timekeeping, document preparation, copying services and expenses.
• Perform additional administrative duties as assigned.

Office Equipment & Supplies Management

• Ensure printers and copiers are stocked daily and arrange for maintenance as needed.
• Inventory, order and coordinate office supply deliveries.
• Manage off-site document storage by entering box details into the database.

Communication & Coordination

• Serve as a key point of contact for clients, attorneys, opposing counsel, and vendors.
• Communicate effectively through clear, professional written and verbal correspondence.

Mail & Package Handling

• Accept and sign for deliveries, distribute incoming mail, and process incoming faxes.
• Notify recipients via email, log package deliveries, and ensure timely distribution.