Receptionist and Junior Legal Administrative Assistant

JOB SUMMARY

The Receptionist and Junior Legal Administrative Assistant acts as the main point of contact for clients and staff and manages the day-to-day office administrative and reception support aspects of the firm, ensuring a functional and professional front of office in a fast-paced environment.

JOB RESPONSIBILITIES

• Provide exceptional client service by welcoming and greeting clients and guests
• Operate telephone switchboard, handling all incoming calls
• Create a warm and welcoming atmosphere for clients and various stakeholders, ensuring upkeep and maintenance of the office environment to a professional and cleanliness standard
• Handle incoming and outgoing inquiries, mail, and courier packages and coordinate distribution to appropriate stakeholders
• Update and maintain accurate client information and respective data records
• Sort, scan and file various client documentation and correspondence
• Process client payments via phone or in-person and issue proof of payment
• Liaise with tenant services and handle building maintenance issues and/or queries
• Coordinate the purchase of office supplies and liaise with equipment providers, ensuring office supplies and equipment are adequately stocked
• Provide legal administrative support to Associates, including but not limited to, opening, preparing and organizing files and drafting correspondence
• File various client files and documentation and upkeep library with newest updates
• Handle the closing of client files, including reviewing work-in-progress, updating client data records and preparing for offsite storage
• Coordinate and schedule client meetings and appointments as required
• Order business cards for staff as required
• Coordinate event planning for monthly luncheons and other events as required
• Provide back-up support for bank deposits as required
• Assist other staff with support overflow work and with other projects as required

REQUIRED EXPERIENCE AND CREDENTIALS

• Minimum 1 year of experience in a legal or professional services environment
• Completion of a recognized legal assistant program or equivalent experience and training
• Strong technical skills and proficiency with Microsoft Office Suite products including Excel, Word, PowerPoint and Outlook
• Previous exposure or familiarity with legal software and programs such as ESILaw, BC Online and Automated Legal Forms (ALF) considered an asset

Job Types: Full-time, Permanent

Salary: $35,000.00 per year