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. W…