Receptionist/administrative Assistant

2 weeks ago

Toronto, Canada WHITTEN & LUBLIN PC Full time

We are a dynamic and reputable boutique employment law firm located in downtown Toronto, dedicated to providing exceptional legal services to our clients. Our team is composed of experienced professionals who are committed to excellence and client satisfaction.

We are seeking an organized, outgoing, and motivated **Receptionist/Admin Assistant** to join our team full-time in-office. If you excel in customer service, administrative tasks, and managing priorities in a fast-paced environment, our firm is right for you.

You will be the first point of contact for clients, handling phones, messages, scheduling, invoicing, payments, and office supplies. This role requires strong customer service skills, an outgoing personality, and the ability to multi-task and problem-solve independently and as part of a team. Excellent verbal and written communication skills are essential.

**Your primary responsibilities and duties will include, but are not limited to**:

- Answering phones and providing customer service.
- Communicating with clients, court, and counsel.
- Transferring all incoming calls to the appropriate person.
- Taking messages and coordinating/confirming attendance.
- Photocopying, scanning, sending and receiving faxes, and maintaining office equipment.
- Preparing, receiving, sorting, and distributing mail accordingly.
- Managing courier services as needed.
- Opening and closing files, maintaining a database of closed files, assisting with retaining clients, and processing payments.
- Working with legal accounting software such as Soluno, to process client payments.
- Maintaining a neat and organized reception and front desk area as well as other common areas such as the office kitchen.
- Performing other administrative tasks and duties as assigned by management and other team members as required.

**Required Qualifications**:

- Minimum of 2 years' experience in an office admin, receptionist, or call center environment position.
- Previous experience working in a legal environment will be considered an asset.
- Experience using Soluno, PC Law, or similar legal software.
- Knowledge of Microsoft Office Suite (Word, Excel, Outlook) and the Internet.
- Previous customer service experience in a law firm or professional organization is considered an asset.
- Flexible and detail-oriented.
- Team player, self-starter with a professional approach in all job responsibilities along with flexibility and reliability; problem solver. Also, must be able to work independently with little supervision.
- Well-organized, fast learner, proactive, and professional with a positive attitude and the ability to prioritize tasks, workload, and time.
- Law Clerk Certificate or Diploma is not required but will be considered an asset.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Schedule:

- Monday to Friday

**Experience**:

- Microsoft Office: 2 years (required)
- customer service: 2 years (required)
- call center: 1 year (required)
- working in a law firm environment: 2 years (required)

Work Location: In person

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