Office Assistant

ProSearch; Portland (ME); On-site; USD 33,000 - 39,000; Full time

Job summary

ProSearch in Portland, Maine is seeking a friendly Office Assistant to join a mid-sized professional services firm. This onsite role blends front desk reception, client service, and administrative coordination to keep a busy office running smoothly.

The ideal candidate is professional, organized, and enjoys working with people in a collaborative environment. Monday–Friday, 9–5, with pay $24–$28/hr depending on experience.

Qualifications

• Previous experience in office administration, reception, or customer service preferred.
• Strong organizational skills with the ability to multitask and prioritize.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Excellent communication skills and a professional, welcoming demeanor.
• Strong attention to detail and ability to handle confidential information.
• Dependable, proactive, and comfortable working independently or as part of a team.
• Legal office experience is a plus, but not required.

Responsibilities

• Greet clients and visitors, answer incoming calls, and manage the reception area.
• Assist with new client intake, scheduling consultations, and preparing necessary paperwork.
• Coordinate conference room scheduling, meeting setup, and occasional catering.
• Manage incoming and outgoing mail, packages, and courier services.
• Order and maintain office supplies, equipment, and common areas.
• Provide administrative support to attorneys and staff, including document preparation, scanning, copying, and filing.
• Assist with special projects and general office needs as they arise.

Skills

Office admin

Organizational skills

Communication

MS Office

Confidential handling

Team player

Independent worker

Tools

Microsoft Office Suite

Job description

We are seeking a friendly, organized, and dependable Office Assistant to join a well-established, mid-sized professional services firm in Portland, Maine. This onsite role is a combination of front desk reception, client service, office coordination, and administrative support.

The ideal candidate is professional, detail-oriented, and enjoys working with people while keeping a busy office running smoothly.

Key Responsibilities

• Greet clients and visitors, answer incoming calls, and manage the reception area.
• Assist with new client intake, scheduling consultations, and preparing necessary paperwork.
• Coordinate conference room scheduling, meeting setup, and occasional catering.
• Manage incoming and outgoing mail, packages, and courier services.
• Order and maintain office supplies, equipment, and common areas.
• Provide administrative support to attorneys and staff, including document preparation, scanning, copying, and filing.
• Assist with special projects and general office needs as they arise.

Qualifications

• Previous experience in office administration, reception, or customer service preferred.
• Strong organizational skills with the ability to multitask and prioritize.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Excellent communication skills and a professional, welcoming demeanor.
• Strong attention to detail and ability to handle confidential information.
• Dependable, proactive, and comfortable working independently or as part of a team.
• Legal office experience is a plus, but not required.

Ideal Candidate

Someone who enjoys being the go-to person in an office, takes pride in providing excellent customer service, and is happy to jump in wherever needed. This is a great opportunity for an administrative professional who enjoys variety, working with people, and being part of a collaborative team.

Monday-Friday, 9-5. Pay range, depending on experience, $24-28/hr.

Salary Disclaimer

The salary range for this role reflects the minimum and maximum compensation for the role. Offers are typically made between the range minimum and the range midpoint. Actual compensation will be determined based on job-related skills, experience, and expertise, as evaluated during the interview process. Compensation may also vary based on where a role is performed.

Equal Opportunity Statement

ProSearch is an Equal Opportunity Employer and considers all qualified applicants for employment without regard to legally protected characteristics. All employment decisions are based on business needs, job requirements, and individual qualifications.