Receptionist/Administrative Assistant

Warner Norcross + Judd; Kalamazoo (MI); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with employer contribution

Generous paid time off

Remote work flexibility

Professional development opportunities

Job summary

Warner Norcross + Judd is looking for a Receptionist/Administrative Assistant in Kalamazoo to provide a professional front desk experience and administrative support. This full-time role requires excellent organizational skills, effective communication, and the ability to manage multiple priorities.

The ideal candidate should possess a high school diploma and preferably have experience in customer service. Benefits include medical, dental, and vision insurance, along with flexible remote work options.

Qualifications

• Detail-oriented and organized with high-quality work delivery.
• Effective communication and interpersonal skills.
• Ability to handle privileged information with discretion.

Responsibilities

• Greet and assist clients and guests to create a welcoming first impression.
• Answer, screen, and direct incoming phone calls.
• Coordinate conference-room reservations and maintain collaborative spaces.
• Manage office supply inventories and handle incoming/outgoing mail.
• Provide administrative support including document preparation and filing.
• Assist with meeting logistics and special events as needed.

Skills

Detail-oriented

Organized

Customer-focused

Effective communication

Interpersonal skills

Microsoft Office Suite proficiency

Education

High school diploma or equivalent

Job description

About the Position

Warner Norcross + Judd is seeking a Receptionist/Administrative Assistant to join our team in Kalamazoo. This role presents a professional, client‑centered view of the firm to clients, guests, and firm members. As the first point of contact, the position is critical in creating a welcoming, professional experience that reflects Warner’s core values of teamwork, respect, excellence, adaptability, and service. In addition to managing front‑desk responsibilities, the role provides administrative support to the practice group, ensuring efficient and organized legal operations. The ideal candidate is detail‑oriented, highly organized, adaptable, and committed to delivering exceptional service, with strong communication, collaboration, and time‑management skills.

The role is full‑time, Monday through Friday, 8 a.m. – 5 p.m., and will be conducted in person at our Kalamazoo, MI office.

What You’ll Do

• Greet and assist clients, guests, and firm members, creating a professional and welcoming first impression.
• Answer, screen, and direct incoming phone calls and notify firm members of visitor arrivals.
• Coordinate conference‑room reservations and maintain reception, meeting, kitchen, and collaborative spaces.
• Manage office and kitchen supply inventories, place orders, and submit building maintenance requests.
• Handle incoming and outgoing mail, packages, and document distribution.
• Provide administrative support, including document scanning, filing, proofreading, and data entry.
• Prepare and process basic legal and administrative documents, including engagement letters and conflict waivers.
• Create presentations, upload documents to client portals and extranet sites, and assist with client matter setup.
• Coordinate meetings, calendars, catering, and other office logistics while supporting special events as needed.
• Assemble closing binders and other materials, and perform additional administrative duties to support efficient office operations.

Other responsibilities may arise from time to time and be assigned to department members as required.

What Makes You Successful

Successful candidates are detail‑oriented, organized, and customer‑focused. They communicate effectively, listen well, follow directions, and build positive relationships with others. They can manage multiple priorities, stay organized, adapt to changing needs, and consistently deliver accurate, high‑quality work in a fast‑paced environment.

About You

• High school diploma or equivalent.
• Previous experience in a receptionist or customer service role preferred.
• Excellent communication and interpersonal skills.
• Ability to handle privileged and confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Benefits Designed to Support You

• Medical, dental, and vision insurance.
• Firm‑paid life insurance and disability coverage.
• 401(k) with employer contribution or match, depending on plan design.
• Generous paid time off and leave programs.
• Paid firm holidays.
• Remote work flexibility.
• Wellness programs.
• Employee assistance program.
• Professional development and growth opportunities.