Office Services Specialist

Perkins Thompson; Portland (ME); On-site; USD 33,000 - 41,000; Full time

Job summary

Perkins Thompson in Portland, ME seeks an Office Services Specialist to support daily operations. You will greet and assist visitors, manage a busy reception, handle intake, and coordinate meetings, mail, and supplies while assisting attorneys and staff.

The role emphasizes reliability, organization, and clear communication in a structured office setting. Bachelor’s degree preferred; strong MS Office skills are essential.

Qualifications

• Bachelor’s degree preferred; new graduates welcome.
• Strong computer proficiency with Microsoft Office and document management systems.
• Excellent organizational and task-management skills under time constraints.
• Strong written and verbal communication, professional interpersonal style.
• Reliable, discreet, and able to handle sensitive information.
• Ability to work independently and with attorneys and staff.

Responsibilities

• Serve as first point of contact for visitors and clients; maintain reception area.
• Coordinate client intake, conflict checks, and engagement forms with staff.
• Manage mail, deliveries, and courier services; log and distribute items.
• Schedule meetings, maintain calendars, and prepare conference rooms.
• Support attorneys with copying, scanning, filing, and document prep.

Skills

Strong communication

Excellent organizational skills

Reliability

Problem solving

Team collaboration

Attention to detail

Professional interpersonal skills

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Document management systems

Office equipment operation

Job description

Perkins Thompson is seeking an enthusiastic and organized Office Services Specialist to support daily operations in our Portland office. In this key administrative role, you will serve as the primary point of contact for visitors, manage a busy reception desk, and ensure all client interactions reflect the firm’s high standards of professionalism. You will coordinate client intake procedures, oversee meeting and conference room logistics, and maintain clean, well‑supplied common areas. The role also includes managing mail and deliveries, monitoring office equipment and supply needs, and providing essential administrative support to attorneys and staff. This position is ideal for a motivated, detail‑oriented individual who thrives in a structured environment, communicates effectively, and takes pride in maintaining smooth, efficient office operations.

Key Responsibilities

Reception

• Serve as the first point of contact for all visitors; warmly greet and assist clients, attorneys, staff, vendors, and delivery personnel.
• Maintain a clean, organized, and well-stocked reception area and prepare for scheduled visitors and meetings.
• Answer and accurately route calls on a multi-line phone system.

Client Intake

• Screen potential new clients and complete inquiry forms in accordance with firm guidelines.
• Coordinate daily conflict checks and prepare client-matter forms and engagement agreements in coordination with legal staff.
• Schedule initial calls, meetings, and consultations.
• Maintain storage and organization of completed intake forms in document management system.

Mail & Package Services

• Retrieve, receive, sign for, log, and distribute incoming mail, deliveries, and faxes.
• Coordinate courier services and perform occasional local deliveries and pick-ups.

Meetings & Events

• Schedule, prepare, and maintain conference rooms for meetings, ensuring proper setup, supplies, materials, and cleanliness throughout the day.
• Coordinate room requirements with meeting hosts, manage conference room calendars, and arrange catering for in-office meetings and events.

Office Equipment & Supplies

• Monitor and replenish printer/copier paper and supplies; coordinate maintenance and service requests as needed.
• Maintain office and kitchen supply inventory, including order and deliveries.
• Coordinate file archival and maintain the archival database.

Common Area Maintenance

• Stock and replenish reception and kitchen supplies, snacks, beverages, and coffee station items.
• Maintain cleanliness, organization, and adequate supplies across all common areas.

Administrative Support

• Provide administrative support, including time entry, document preparation, copying, scanning, mailing, and related tasks.
• Assist with large copy/scan/bind/outbound mail projects and support attorneys and staff with additional administrative assignments.

Requirements

• Bachelor’s degree preferred; recent graduates are encouraged to apply.
• Strong computer proficiency, including Microsoft Office (Outlook, Word, Excel), document management systems, and the ability to operate standard office equipment (multi-line phone systems, copiers, scanners, printers).
• Excellent organizational and task-management skills, with the ability to prioritize, track, and complete multiple tasks under time constraints.
• Strong written and verbal communication skills,with attention to clarity, accuracy, and professionalism.
• Professional, courteous interpersonal skills, with the ability to interact effectively with clients, attorneys, staff, vendors, and visitors.
• High level of reliability and follow-through, with the ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to maintain composure and professionalism in a fast-paced environment and manage interruptions gracefully.
• Strong attention to detail, especially when completing forms, logging information, scheduling, and preparing documents.
• Strong problem‑solving skills and willingness to take initiative when issues arise.
• Ability to work both independently and collaboratively, supporting attorneys, staff, and office operations as needed.
• Comfort with learning new systems and processes, including intake procedures, conflict checks, calendaring tools, and archival systems.
• Ability to lift and carry office supplies or packages as needed (typically up to 20-25 lbs).

The expected pay range offered for this position is $24.00 to $30.00 per hour and depends on the successful applicant’s relevant skills, experience, and qualifications and other factors to be considered in the discretion of the employer.