Administrative Coordinator

3 weeks ago

Burnaby, Canada GBC Law Full time

**ABOUT US**

**THE OPPORTUNITY**

GBC Law is seeking a professional and customer service oriented individual to join our team as a full-time Administrative Coordinator. As the face and voice of GBC Law’s front office, the Administrative Coordinator plays an important role in ensuring that a range of administrative duties within reception, office operations and bookkeeping are executed successfully and with excellence.

This position would best suit a self-motivated and personable individual looking for a dedicated role as a general administrative professional. Please note that the Administrative Coordinator does not provide legal administrative support to the firm’s portfolios.

While reporting directly to the Owner, this position supports all staff and is a key member of the GBC Law team.

**PRIMARY DUTIES AND RESPONSIBILITIES**

**Reception**
- Provide professional and positive service to clients, vendors and staff, in person and over the phone
- Sort and distribute incoming/outgoing mail and arrange couriers
- Answer and route telephone calls (screening solicitation calls)
- Organize, tidy, sanitize and maintain the office, reception area, kitchen and meeting rooms on a daily basis
- Process retainer and invoice payments using Point of Sale terminal
- Prepare simple invoices
- Assist with cheque preparation and bank deposits
- Assist with photocopying and scanning client identification
- Schedule appointments with clients for signing statutory declarations
- Provide support to all GBC Law team members as required

**Office Operations**
- Implement and maintain efficient office services by organizing and streamlining operations, guidelines and procedures, in consultation with the Owner, Peoples Services and the team
- Manage and maintain:

- Office equipment, stationary, and supplies
- Office cleaning, maintenance, and repairs
- Office parking
- IT systems and services
- Banking services
- Manage and maintain physical and electronic filing systems for storage, retention and disposal of office documents and records
- Manage relationships and contracts with external vendors and service providers (i.e. building management, janitorial services, IT services, TMSI, Systems Auditing, etc.)

**Bookkeeping**
- Implement and maintain office bookkeeping protocols as per the Law Society of British Columbia’s (LSBC) guidelines
- Manage accounts receivables and collections
- Manage account balances for various office accounts (i.e. LTSA, BC Online, Quadient, etc.) and petty cash
- Process payables
- Record operating expenses (i.e. credit card purchases, payables, etc.) and post recoverable disbursements to client files
- Deposit and receipt of funds as per office protocols
- Assist with accepting e-transfer funds and initiating wire payments
- Complete monthly trust and general account reconciliations
- Manage and track interest-bearing trust funds
- Work with the Owner to prepare an operating budget and monitor expenses
- Work with the firm’s accountant and external bookkeeper consultant to complete year-end bookkeeping tasks and entries

**Additional Duties**
- General ongoing administrative support for corporate annual maintenance tasks (not legal administrative support)
- Assist the firm in continuous improvement initiatives by researching, proposing and implementing solutions to any admin related items
- Assist with planning, organizing, and coordinating firm events and socials
- Dependent on suitability and availability of work, this position may assume marketing/business development responsibilities
- Other relevant duties as assigned or requested

**REQUIREMENTS**

**Essential**
- Exceptional attitude - flexible, positive, proactive, dependable, willing/able to learn new skills
- Grade 12 graduate with a minimum of two years of experience in reception and/or administration in a professional office environment
- Related post-secondary education an asset
- Ability and desire to provide a positive and enjoyable customer experience to internal and external clients

**Assets (but not mandatory)**
- Legal office experience
- Experience with LEAP, BC Online, ALF, or LTSA

**Key Attributes**
- Flexible and adaptable
- Strong time management skills and able to multi-task
- Able to learn quickly and self-motivated
- Willing to learn and provide input on ways to improve systems and processes
- Responds well to constructive feedback
- Highly organized and able to meet deadlines and turn work around quickly
- Excellent client care skills
- Strong team player
- Enthusiastic and proactive participation in team and office activities to help maintain a cohesive team environment
- High degree of professionalism
- Strong work ethic
- Effective English communication skills
- High level of accuracy and attention to detail
- Proactive - can think ahead and anticipate what will be required next
- Able to discretely handle highly confidential information
- Ensures office processes and protocol are adhered to and followed

**C

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