Receptionist​/Administrative Assistant

Description

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 role is critical in creating a welcoming, professional, and client-centered experience that reflects Warner’s core values of teamwork, respect, excellence, adaptability, and service.

In addition to managing front desk responsibilities, this position provides administrative support to the practice group, helping ensure 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 8am–5pm and will be in person full time out of our Kalamazoo, MI office.

• 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.

The above list is not intended to be all inclusive but provides a general framework for the position. Other related responsibilities will arise from time to time and be assigned to department members.

The physical demands of this position are representative of those that must be met by an employee in order to successfully perform the essential functions of the position. These include being both mobile and stationary throughout the workday, having the ability to transport 25 pounds and being able to operate a computer and other business equipment found in the office.

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.

Experience, Education and Training:

• 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).

• 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.