At Simmonds Law, we pride ourselves on delivering exceptional legal services in the areas of civil litigation, estate litigation, wills and estates, and corporate law. Our team is composed of dedicated professionals committed to excellence, integrity, and client satisfaction. We foster a collaborative and inclusive work environment where innovation and professional growth are highly valued.Position Summary : We are seeking a highly organized and proactive Office Administrator to provide comprehensive support to our Managing Lawyer. This full-time, in-person position is crucial for the smooth operation of our firm. The ideal candidate will be adept at multitasking, possess excellent communication skills, and be comfortable working on-site.Key Responsibilities : Administrative Support : Calendar Management : Coordinate and manage the Managing Lawyer's schedule, appointments, and meetings.File Management : Organize and maintain electronic and physical filing systems for easy retrieval.Systems Implementation : Develop and implement administrative systems and processes to ensure efficient business operations.Financial Support : Billing and Invoicing : Assist with client invoicing, track payments, and manage accounts receivable.Expense Management : Monitor and reconcile expense reports; oversee office expenditures and budgets.Financial Reporting : Provide information to the bookkeeper and assist in budgeting processes.Vendor Liaison : Coordinate with vendors, suppliers, and external accountants as necessary.Human Resources Support : Recruitment Assistance : Post job vacancies, screen resumes, and schedule interviews.Onboarding : Facilitate new contractor orientation and training sessions.Record Keeping : Maintain accurate contractor records and ensure compliance with HR regulations.Policy Implementation : Assist in developing and enforcing HR policies and procedures.Office Management : Supply Management : Monitor office supplies inventory and place orders when necessary.Facility Coordination : Ensure the office environment is well-maintained and address any facility issues.Technology Coordination : Liaise with IT support to resolve technical issues promptly.Event Planning : Organize firm events, meetings, and team-building activities.Qualifications : Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with legal software is a plus.Communication Skills : Excellent verbal and written communication abilities.Organizational Skills : Strong attention to detail with the ability to manage multiple tasks and priorities.Interpersonal Skills : Professional demeanor with strong interpersonal and relationship-building skills.Confidentiality : Ability to handle sensitive information with discretion and integrity.Self-Motivation : Capable of working independently and taking initiative in an in-person work environment.Work Arrangement : Full-Time, In-Person Position : This role requires full-time, on-site work at our office.Location : Ottawa, ON K2P 0G1.Compensation : Salary Range : $40,000 - $55,000 per year, based on experience and qualifications.Job Type : Full-time, Permanent