Office Services & Reception Specialist

Michael Best is seeking an Office Services and Reception Specialist for our Charlotte Office. This position requires 40-45 hours a week on-site, Monday-Friday from 8:00 am to 5:00 pm. On rare occasions, additional hours (earlier mornings or evenings) may be required for specific events, projects, or initiatives.

The Office Services & Reception Specialist (OSR) will be the first point of contact for all clients, visitors, and employees and must enjoy providing efficient, gracious, and professional customer service. This is a highly visible role within the office. As a direct report to office’s Administration & Operations Manager (AOM), you will have the opportunity to assist with a variety of engaging tasks!

What You'll Be Doing

• Serving visitors by greeting, welcoming, and directing them appropriately
• Ensure a high standard of client service
• Send out daily visitor reports to the office
• Notifying Firm’s personnel of visitor arrival
• Send out pre-visitor correspondence to visiting colleagues and clients/guests
• Ensure reception area is tidy and welcoming
• Light general office and clerical responsibilities – monitor phones, process mail/FedEx, printing, copying, scanning
• Coordinate conference room reservations, set up, take down, and cleaning/sanitizing of conference rooms for meetings
• Ensure conference room and office equipment is operational through regular facility walks and testing exercises
• Catering orders for office meetings and events, as requested
• Keep café and kitchen areas tidy and stocked
• Order office supplies
• Updating spare IT equipment on a regular basis
• Basic events support, under the direction of the office’s AOM, for client events and recognition celebrations
• Offering administrative support across the office as requested to Legal Assistants, Timekeepers and Professionals
• Working with the Administration & Operations Manager to manage space planning and facilities requests
• Complete and submit expense reports, as needed
• Other administrative duties, as assigned

Job Requirements

Knowledge Base & Education

• High School Diploma (or equivalent) minimally required; higher diploma or degree preferred
• 3+ years combined experience in customer-service, administrative support, or professional services role(s)
• Prior successful experience in a professional services office setting is preferred
• Proficiency in MS Office programs, including typing and proofing skills
• Technology literacy and willingness to learn new technologies and software

Adaptability

• Ability and willingness to work in the office five days per week
• Ability to learn and embrace new skills and best practices as the position evolves and Firm needs change
• Ability to work quickly and accurately under pressure and varying deadlines
• Ability to work well independently as well as effectively within a team
• Ability to multi-task, set priorities, manage time effectively and exhibit excellent follow-up
• Strong organization skills with excellent judgment and high attention to detail

Collaboration

• Team player mentality, with a desire to be a part of a collaborative, high-performing group
• Ability to develop relationships and foster teamwork at all levels of the Firm

Communication

• Professional in-person and over-the-phone presence, as a client-facing member of the team
• Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff
• Excellent oral and written communication skills

Problem Solving Skills

• Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions
• Ability to respond to unexpected challenges, including proactively developing innovative solutions to complex problems while maintaining a professional demeanor

Professionalism

• Ability to maintain composure and demonstrate good judgment
• Ability to manage confidential information and sensitive situations with tact and discretion

Other

• Valid authorization to work in the U.S.

The Company

This is an opportunity to work with the Best. We are Michael Best & Friedrich, LLP. We are a full-service law firm with more than 350 lawyers and technical professionals who work in collaborative, interdisciplinary practices to serve clients around the world.

We work with companies in all kinds of industries, as well as trade associations, nonprofits, educational institutions, governments, family trusts, and high-net-worth individuals. Since our firm’s founding in 1848, we’ve continuously evolved to meet our clients’ changing needs and expectations.

One thing remains the same: For generations, clients have relied on Michael Best for exceptional legal service and business acumen.

The Location

We have offices in Wisconsin (Milwaukee, Madison, Green Bay, Waukesha); Illinois (Chicago); Utah (Salt Lake City); Colorado (Denver); Texas (Austin); North Carolina (Charlotte, Durham, Raleigh, Wilmington); California (Los Angeles); Nebraska (Lincoln) and Washington DC. Our contemporary office spaces are ideal for concentration and collaboration; supporting our culture of working together to make great things happen for our Clients.

This position is located in our Charlotte office.

Why You Should Apply

At Michael Best, we are proud to offer a comprehensive and competitive Total Rewards package that provides a variety of resources designed to enhance its employees’ overall well-being, both at work and at home.

Competitive base pay, outstanding benefits, opportunities for learning and growth, programs designed to help you plan for the future, and perks that inspire your downtime are all part of our total compensation package.

Learning and Growth

• Challenging and Dynamic Role
• Career Development Planning
• Professional Growth Opportunities
• Performance Management and Coaching
• Specialized Training Programs

Health & Wellness

• Medical
• Dental
• Vision Care
• Health Savings Accounts
• Flexible Spending Accounts
• Wellness Program
• Employee and Family Assistance Program

Total Compensation

• Competitive Base Pay
• Annual Merit Review/Incentive Pay
• Outstanding Benefits
• Generous PTO Plus 10 Paid Holidays

Planning for the Future

• 401(k) with Company Contribution
• Short Term Disability Plan
• Long Term Disability Plan
• Life Insurance
• Critical Illness Insurance
• Parental/Family Leave

Culture and Workplace

• Respected organization with Collaborative Culture
• Growing Firm with an Exciting Future
• Contemporary Work Environment
• Positive and Respectful Work Climate
• Performance Recognition

To be considered for this position, please submit an application via our online portal.

Michael Best & Friedrich LLP and Michael Best Strategies LLC (collectively known as "Michael Best") are steadfastly committed to providing equal employment opportunity and maintaining a workplace for employees and applicants for employment that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact our Recruiting team at 414.225.4999 or careers@michaelbest.com to let us know the nature of your request and your contact information.