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 projects, develop your skills, and contribute to the success of our team. Our culture is built on professional excellence, collaboration, innovation, thought leadership, and entrepreneurialism. We value inclusion and provide opportunities for growth and development.

This role is based in Montreal and involves working in a hybrid environment. As a Bilingual Administrative and Billing Assistant, Immigration, you will be responsible for:

  • Administration
    • Prepare, modify, format, print, scan, and revise correspondence, memos, or other documents in accordance with practice group requirements.
    • Perform various administrative tasks, including organizing physical files, preparing file transfer lists, and saving files in the document management system.
    • Update databases, including opening and closing files, new contacts, and comments from lawyers.
    • Take telephone mandates, including entering required data, preparing summaries, performing verifications, following up with lawyers, and opening files.
    • Review and forward incoming mail and faxes; prepare and process mail and faxes to be sent, arranging for special mail or courier services as required.
    • Coordinate activities with staff in functional areas (photocopy, marketing, etc.).
    • Provide ongoing support to team members; work proactively, positively, and productively as a team member.
    • Maintain and update professional knowledge by identifying and seizing training opportunities.
    • Perform other assigned tasks.
  • Support to lawyers
    • Receiving, handling, screening, and/or directing incoming calls as directed by lawyers; responding to routine inquiries and requests from clients; and taking messages as required.
    • 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; 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.
  • Billing
    • In collaboration with the Billing and Administration Supervisor, coordinate the file opening process, including monitoring required modifications, in accordance with practice group requirements.
    • Coordinate the internal cheque requisition process (Canadian and US dollars) in Coupa, including various communications with external suppliers.
    • Under the supervision of the Billing and Administration Supervisor, review the narrative of pre-bills to ensure that files are billed in the client's preferred language and identify changes that must be reviewed by the lawyer.
    • Verify that the appropriate hourly rates are applied in accordance with instructions provided by the responsible lawyer and/or the Billing and Administration Supervisor.
    • Act as an intermediary with lawyers with respect to the opening and administration of client files.
    • Coordinate the retainer agreement process, including the deposit of retainer fees in the trust account.

As our ideal candidate, you will distinguish yourself by:

  • 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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