Receptionist/Office Services Specialist

Portland, Maine, Full-time, Onsite

Fisher Phillips, a premier international labor, and employment law firm is seeking a skilled and experienced Receptionist/Office Services Specialist to join our Portland, Maine Team. This essential role helps ensure the seamless operation of the office by providing exceptional client service, administrative support, and office services assistance. The ideal candidate is organized, detail-oriented, and committed to delivering a professional experience for clients, visitors, and colleagues. Recent college graduates will be considered for this entry-level opportunity. A professional demeanor and strong commitment to client service are essential.

Key Responsibilities

Visitor Management & Reception

• 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.

Meetings, Events & Office Support

• 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.

Administrative & Secretarial Support

• 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.

Office Equipment & Supplies

• Monitor and replenish paper and supplies for printers and copiers; coordinate maintenance and service requests as needed.
• 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.

Communication & Coordination

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

Mail & Package Services

• 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.

Common Areas & Kitchen Maintenance

• 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.
• At the end of each day, ensure the kitchen is clean by wiping surfaces, loading or running the dishwasher, and restocking supplies as needed.

Project & Deadline Management

• 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.

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.

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.