Legal Administrative Assistant

2 weeks ago

Calgary, Alberta, Canada Cognivity Full time

Job Title: Legal Administrative Assistant

Job Type: Full time, Permanent

Location: Calgary Office, 5 days per week

About us:

Join our team at The Property Law Firm LLP, a real estate law firm spreading across Canada. We are dedicated to delivering exceptional service while nurturing our most valuable asset: our team members. Through our unwavering commitment to service, communication, and company culture, we strive to create an environment where every individual can thrive and contribute to our shared success.

Overview:

We are looking for a Legal Administrative Assistant to join our Calgary office. In this role, you will play a vital part in ensuring the smooth operations of day-to-day tasks and offering essential support across various administrative functions. The ideal candidate will possess outstanding interpersonal skills, be highly organized, detail-oriented, and have strong communication abilities. As a Legal Administrative Assistant, your responsibilities will include handling reception tasks, general administrative duties, and supporting our team of legal professionals.

Responsibilities:

  • Provide administrative assistance to the firm's Alberta Real Estate division under the guidance of the Business Operations Manager.
  • Reception Duties:
  • Welcome and greet clients and visitors professionally.
  • Efficiently answer and direct phone calls.
  • Manage incoming and outgoing mail and packages.
  • Ensure the reception area is clean and organized.
  • Managing and Triage of Incoming Calls:
  • Professionally manage incoming calls and direct them to the appropriate individuals or departments.
  • Prioritize calls effectively and ensure prompt responses.
  • Handling Incoming Correspondence:
  • Sort and distribute incoming mail, couriers, and faxes promptly.
  • Ensure timely delivery of important documents.
  • Initial File Management:
  • Assist in opening and organizing client files accurately.
  • Prepare estimates and maintain file opening records.
  • Legal Documentation Support:
  • Conduct necessary tax and title searches.
  • Input contract data into conveyancing software systems accurately.
  • Financial Transactions Handling:
  • Coordinate courier services for fund movement.
  • Process cheque cutting, EFT's, and wire transactions efficiently.
  • Receive trust funds and maintain transaction records meticulously.
  • Handle bank-related tasks such as cheque deposits.
  • Final Reporting:
  • Provide registration and title confirmation to relevant parties.
  • Submit final reports to lenders and follow up on discharges.
  • Ensure accurate and timely report submissions.
  • Archive files in relevant programs.
  • Client Interaction:
  • Be a point of contact for client inquiries and requests.
  • Schedule appointments and coordinate meetings.
  • Assist with client event planning.

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

Qualifications:

  • High school diploma or equivalent; additional Office Administration certification is a plus.
  • Minimum 2 years of similar administrative experience.
  • Prior customer service experience and skills are essential.
  • Legal, Real Estate, or Finance Industry experience is advantageous.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Excellent communication and interpersonal skills.
  • Ability to multitask and prioritize effectively.
  • Valid driver's license and willingness to handle bank errands.
  • Alignment with our values: Consistency, Communication, and Culture.

If you are an enthusiastic and organized individual with a passion for administrative support, we welcome you to apply for this opportunity.

We are dedicated to equal opportunities and providing accommodation as per the law. Discrimination based on protected characteristics is strictly prohibited. We adhere to legislation such as the Alberta Human Rights Act to ensure fairness and inclusivity for all. In case you need accommodation during the recruitment process, please reach out.

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