Bilingual Administrative and Billing Assistant

4 weeks ago

Montreal, Quebec, Canada McCarthy Tetrault Full time

Bilingual Administrative and Billing Assistant, Immigration role at McCarthy Tétrault requires proficiency in English and French, with experience in professional services and attention to detail.

At McCarthy Tétrault, we offer a dynamic work environment where you will have the opportunity to work on various tasks, including document preparation, administrative support, and billing coordination. Our team is built on collaboration, innovation, and thought leadership, and we are committed to providing a culture that fosters inclusion and diversity.

As a Bilingual Administrative and Billing Assistant, Immigration, you will be responsible for:

  • Preparing and revising correspondence, memos, and other documents in English and French.
  • Performing various administrative tasks, including organizing files, preparing file transfer lists, and updating databases.
  • Coordinating activities with staff in functional areas, such as photocopying and marketing.
  • Providing ongoing support to team members and working proactively as a team member.
  • Maintaining and updating professional knowledge by identifying and seizing training opportunities.
  • Performing other assigned tasks.

Additionally, you will be responsible for:

  • Receiving, handling, and directing incoming calls and responding to routine inquiries and requests from clients.
  • Coordinating lawyer travel arrangements, including preparing itineraries and travel expense reports.
  • Updating contact names and addresses in the client database on a regular basis.
  • Coordinating client meetings, including scheduling rooms and arranging for needed catering or audio-visual equipment.
  • Providing backup support to other assistants when needed and working proactively as a positive and productive member of the team.
  • Maintaining and updating job knowledge and technical skills by identifying and participating in education opportunities.
  • Other duties as assigned.

As part of the billing team, you will be responsible for:

  • Coordinating the file opening process, including monitoring required modifications.
  • Coordinating the internal cheque requisition process in Coupa, including various communications with external suppliers.
  • Reviewing the narrative of pre-bills to ensure that files are billed in the client's preferred language and identifying changes that must be reviewed by the lawyer.
  • Verifying that the appropriate hourly rates are applied in accordance with the instructions provided by the responsible lawyer and/or the Billing and Administration Supervisor.
  • Acting as an intermediary with lawyers with respect to the opening and administration of client files.
  • Coordinating the retainer agreement process, including the deposit of retainer fees in the trust account.

As our ideal candidate, you will have:

  • Post-secondary training in secretarial or office administration.
  • Experience working in a professional services environment.
  • Extensive attention to detail, excellent organizational skills, and proficiency in word processing, spelling, proofreading, and editing.
  • Great discretion and respect for confidentiality.
  • Knowledge of immigration formalities and various government bodies will be considered an asset.
  • Initiative in the execution of tasks.
  • Bilingualism (French and English, spoken and written).

As a member of the McCarthy team, you will have access to:

  • Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
  • Competitive compensation, paid overtime, and generous time off, including a day off to volunteer and a day off for your birthday.
  • A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
  • Strong community involvement and a commitment to equity, diversity, and inclusion.
  • A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

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