Multilingual Office Administrator

6 days ago

Montreal, Quebec, Canada Mc Carthy Tetrault Full time

About the Role

We are seeking a highly skilled and detail-oriented Bilingual Administrative and Billing Assistant to join our team at McCarthy Tétrault. As a key member of our administrative team, you will be responsible for providing exceptional support to our lawyers and clients, ensuring seamless communication and efficient operations.

Key Responsibilities

  • Prepare, modify, format, print, scan, and revise correspondence, memos, and other documents in accordance with established requirements.
  • Perform various administrative tasks, including organizing physical files, preparing file transfer lists, and saving files in the document management system.
  • Take telephone mandates, including entering required data, preparing summaries, performing verifications, and following up with lawyers.
  • Review and forward incoming mail and faxes, prepare and process mail and faxes to be sent, and arrange for special mail or courier services as required.
  • Coordinate activities with staff in functional areas, such as photocopying, marketing, and other support services.

Lawyer Support

  • Receive, process, screen, and direct incoming calls as directed by lawyers, respond to routine inquiries and client requests, and take messages and schedule meetings as required.
  • Coordinate travel arrangements for lawyers, including preparing itineraries, expense reports, and expense accounts.
  • Update databases, including opening and closing files, new contacts, and comments from lawyers.
  • Provide ongoing support to team members, work proactively, positively, and productively as a team member, and maintain and update professional knowledge by identifying and seizing training opportunities.
  • Perform other assigned tasks.

Billing

  • In collaboration with the Billing and Administration Supervisor, coordinate the file opening process, including monitoring required modifications, in accordance with established requirements.
  • Coordinate the internal cheque requisition process, 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.

Requirements

  • 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).

About Us

McCarthy Tétrault is a leading Canadian law firm that offers challenging and rewarding career opportunities. We are committed to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback. We are an equal opportunity employer that fosters an inclusive, equitable, and accessible environment.

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