Office Services Specialist/Receptionist

(Portland, ME; 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.
• Make occasional hand deliveries or pick-ups as needed.

Common Area & Kitchen Maintenance

• Stock and replenish snacks, drinks, and office supplies, including milk and cream for coffee.
• Maintain all common areas, including the kitchen, ensuring they are organized and clean.
• Organize and clean the kitchen before leaving for the day, including wiping down surfaces and running the dishwasher.

Project & Deadline Management

• Keep appropriate personnel updated on project statuses, progress, and deadlines.
• Respond to inquiries promptly and thoroughly.

Requirements

• College degree preferred.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and Excel.
• Strong PC skills and ability to operate office equipment, including phone systems, copiers, scanners, faxes, and printers. Willingness to promptly learn iManage document management system and Concur expense management system.
• Ability to lift up to 50 lbs.
• Valid driver's license

Why Join Us

At Fisher Phillips, we recognize that exceptional talent is the foundation of our success, enabling us to deliver outstanding service to both our internal and external clients. Joining our team means collaborating in a professional yet dynamic environment that leverages cutting-edge technology. Our leadership is committed to fostering your professional growth and providing opportunities to challenge yourself in meaningful ways.

We believe in rewarding talent with more than just a competitive salary. Our comprehensive benefits package includes health, dental, and vision insurance, a 401(k) with profit sharing, generous paid time off, and holidays.

Your well-being is our priority. We offer 24/7 telehealth services, a variety of wellness programs, and additional optional benefits designed to support your unique lifestyle. At Fisher Phillips, you’ll find a workplace that values your health, happiness, and continued professional development. To learn more about our firm, visit us at www.fisherphillips.com.

Equal Opportunity Employer

Fisher Phillips is committed to providing equal employment opportunities to all employees and applicants, regardless of race, ethnicity, religion, sex (including related medical conditions), gender, sexual orientation, national origin, citizenship status, veteran status, marital status, pregnancy, age, disability, or any other protected status, in compliance with all applicable laws.

The statements in this position description are not necessarily all-inclusive. Additional duties and responsibilities may be assigned, and requirements may vary from time to time.

Relocation costs are not covered. We are only accepting direct applicants; third-party recruiters or agencies will not be considered. No phone inquiries, please.