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Receptionist/administrative Assistant

7 months ago

Toronto, Canada WHITTEN & LUBLIN PC Full time

We are a highly rated boutique employment law firm located in downtown Toronto that has been nationally recognized as one of the Top 10 Employment and Labour law firms year over year. Our firm is a team-orientated organization with a strong focus on a work-life balance as we believe that everyone’s wellbeing contributes to the strength and success of our growing firm.

We are looking for an organized, outgoing and highly motivated Receptionist/ Administrative Assistant and Front Desk Administrator to join our growing team.

If you have incredible customer service, administrative and organizational skills, the ability to work as part of a team, and the ability to manage multiple priorities effectively in a fast-paced environment, we are the right firm for you.

You will serve as the first point of contact for clients, answering phones, taking messages, calendaring, invoicing, processing client payments and ordering office supplies. You will provide general office support with a variety of clerical activities and related tasks. This position requires someone that is customer service oriented, with an outgoing personality, and the ability to multi-task, problem-solve, and work independently. The ability to work both independently and as a team is imperative. Applicant’s must have strong phone skills as well as excellent verbal and written communication skills.

**Duties and Responsibilities include, but are not limited to**:

- Answer phones and provide customer service.
- Greet clients and visitors.
- 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.
- Communicating with clients, court, and counsel.
- Opening and closing files, maintaining database of closed files, assisting with retaining clients and processing payments.
- Working with legal accounting software such as Soluno.
- Booking meetings, boardrooms, and court appearances.
- Maintaining a neat and organized reception and front desk areas as well as other common areas such as the office kitchen.
- Perform other administrative tasks and duties as assigned by management and other team members as required.

**Required Qualifications**:

- Minimum of 2 years' experience in an admin, or receptionist position.
- Experience working in a legal environment is an asset.
- Previous 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 orientated.
- 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.

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

**Benefits**:

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

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Toronto, ON M5H 3L5: reliably commute or plan to relocate before starting work (required)

**Experience**:

- using legal software: 1 year (required)
- receptionist: 2 years (required)
- working in a law firm: 1 year (required)

Work Location: Hybrid remote in Toronto, ON M5H 3L5