Office Services & Reception Specialist

Office Services & Reception Specialist

Michael Best & Friedrich LLP is seeking a full-time Office Services & Reception Specialist to work onsite at our Milwaukee, WI office. This position requires 40 hours a week, Monday‑Friday 8:00 AM‑5:00 PM.

The Office Services & Reception Specialist will be the first point of contact for all clients and employees and must enjoy providing efficient, gracious, and professional customer service. Additionally, they will assist attorneys by drafting documents and correspondence, managing calendars and helping with other projects on an as‑needed basis.

• General office responsibilities: monitor phones, order office supplies, process mail/Fed Ex
• Serve visitors by greeting, welcoming, and directing them appropriately
• Notify firm’s personnel of visitor arrival
• Set up, take down, and clean/sanitize conference rooms for meetings
• Arrange catering orders for office meetings and events, as requested
• Basic events support, under Administration & Operations Manager (AOM) direction, for office events, client hosting events, and recognition celebrations
• Monitor anniversary and birthday calendar and recognition activities
• Supplies inventory monitoring, ordering and stocking
• Work with the Administration & Operations Manager to manage space planning, event planning, security key fobs, and facility requests
• Manage an active calendar of appointments, meetings, video calls and travel plans on behalf of attorneys
• Process new client/matter documentation, including conflict checks, input information into firm’s new business intake system, and prepare engagement letters to clients
• Compose and prepare confidential correspondence
• Transcribe, type, edit, proofread, and finalize legal documents, correspondence, memos, charts, billings and reports from dictation, handwritten or existing documents
• Provide other administrative support across the office

Knowledge Base &

Education:

• Ability to work in the office 40 hours per week
• High school education or higher
• Some experience in an office setting preferred
• Strong organizational skills and attention to detail
• Excellent verbal, written, and interpersonal skills
• Multitasking and time‑management skills, with the ability to prioritize tasks
• Team‑player mentality
• Proficiency in MS Office
• Ability to learn and embrace new skills and best practices as the position evolves and firm needs change
• Ability to work well under pressure and meet tight deadlines
• Ability to work well independently as well as effectively within a team
• Ability to develop relationships and foster teamwork at all levels of the firm

Communication:

• Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff
• Strong oral and written communication skills
• Ability to manage confidential information and sensitive situations with tact and discretion

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

Other:

• Valid authorization to work in the U.S.

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.

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…