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Legal Administrative Assistant

4 months ago

Calgary AB, Canada Cognivity Full time

Job Title: Legal Administrative Assistant

Job Type: Full time, Permanent

Location: Calgary Office, 5 days per week

About us:

Our client, The Property Law Firm LLP, is a mid-sized real estate law firm with offices across Canada. Our commitment lies not only in providing exceptional service to our clients, but also in nurturing our greatest asset: our people. With a steadfast dedication to consistent service, communication, and culture, we’ve embarked on a journey to build a firm where every team member can flourish and contribute to our collective success.

Overview:

We are currently seeking a Legal Administrative Assistant to join our Calgary office. This role is pivotal in ensuring the smooth functioning of daily operations and providing essential support across various administrative tasks. The ideal candidate will have exceptional people and customer service skills, be highly organized, detail-oriented, and possess strong communication skills. As our Legal Administrative Assistant, you will be responsible for reception duties, general administrative tasks, and providing support to our team of legal professionals.

Responsibilities:

  • Under the direction of the Business Operations Manager, provide administrative support to the firm's Alberta Real Estate division.
  • Reception Duties:
  • Welcome and greet clients and visitors in a professional and courteous manner.
  • Answer and direct phone calls promptly and efficiently.
  • Manage incoming and outgoing mail and packages.
  • Maintain cleanliness and organization of the reception area.
  • Managing and Triage of Incoming Calls:
  • Professionally manage incoming calls, directing them to the appropriate personnel or departments.
  • Prioritize urgent calls and ensure timely response and resolution.
  • Handling Incoming Correspondence:
  • Sort and distribute incoming mail, couriers, and faxes promptly and accurately.
  • Ensure timely delivery of important documents to relevant recipients.
  • Initial File Management:
  • Assist in opening and organizing client files, ensuring completeness and accuracy.
  • Prepare estimates and maintain records of file openings for reference.
  • Legal Documentation Support:
  • Conduct tax and title searches as required.
  • Accurately input data from contracts into the company's conveyancing software systems.
  • Financial Transactions Handling:
  • Facilitate the movement of funds by coordinating courier services for mortgage funds.
  • Process cheque cutting, EFT’s and wire transaction requests accurately and efficiently.
  • Receipt trust funds and maintain meticulous records of transactions.
  • Conduct bank-related errands, such as depositing cheques, requiring a valid driver's license and familiarity with banking procedures.
  • Final Reporting:
  • Provide interested parties with confirmation of registration and clear titles.
  • Submit final reports to lenders.
  • Follow up on lender discharges.
  • Ensure reports are accurate, complete, and submitted within specified deadlines.
  • Archive files in conveyancing and accounting programs.
  • Client Interaction:
  • Act as a point of contact for client inquiries and requests.
  • Schedule appointments and coordinate meeting logistics.
  • Assist with client event planning and execution.

Hours of Operation: Monday to Friday, 9am to 5pm MST

Qualifications:

  • High school diploma or equivalent; additional certification in Office Administration is a plus.
  • Minimum 2 years of experience in a similar administrative role.
  • Previous customer service experience and skills are a must. You must have a passion for this above everything else
  • Legal, Real Estate or Finance Industry experience an asset, but not required.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Excellent communication and interpersonal skills.
  • Ability to multitask and prioritize tasks effectively.
  • Valid driver's license and willingness to conduct bank runs.
  • Alignment and commitment to our values: Consistency, Communication, and Culture.

If you are an enthusiastic and organized individual with a passion for administrative support, we encourage you to apply. To submit your application, please send your resume via LinkedIn.

We are an equal opportunity employer and are committed to providing accommodation in accordance with applicable laws. Discrimination or harassment based on any protected characteristic under Alberta law is strictly prohibited. We comply with legislation such as the Alberta Human Rights Act to ensure equality and accessibility for all. If you require accommodation during the recruitment process, please contact the poster.