Receptionist and Junior Legal Administrative Assistant

3 weeks ago

White Rock, Canada Targeted Talent Full time

Our client is a firm located in the Surrey/White Rock area. They are looking for a Legal Administrative Assistant to join their Litigation team. This role involves supporting lawyers and managing the day-to-day priorities of the litigation department ensuring the successful completion of all tasks in a fast-paced environment.

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

Note: The job description duties may change at the discretion of the employer and/or the employer may request the employee to perform duties that are not listed on the job description.

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