Office Administrator Coordinator

4 days ago


Ottawa, Ontario, Canada Fresh Legal Full time

We are seeking a highly organized and friendly Office Administrator Coordinator to join our team in Ottawa.

Position Summary

The Office Administrator Coordinator will be the first point of contact for potential clients and visitors, providing excellent customer service and ensuring a smooth intake process. They will also play a key role in streamlining office workflows and increasing efficiency.

This role requires strong communication skills, attention to detail, and the ability to work independently and handle multiple tasks efficiently in a busy environment.

You must have empathy (a lot), a sense of humor, a strong work ethic, and a commitment to confidentiality. Your number one clients will be our firm and our firm's potential new clients.

Key Responsibilities
  • Coordinate intake processes, answering phone calls promptly and courteously, and conducting initial client intake calls to gather essential information about their legal needs.
  • Assess, screen, and prioritize potential cases, directing them to the appropriate lawyer, and follow up with potential clients to provide necessary information.
  • Manage client intake processes, including sending retainer agreements and deposit requests, and accurately enter and maintain client information in the intake management system (CRM).
  • Collaborate with lawyers and staff to ensure a seamless intake process.
  • Identify inefficiencies within office workflows and collaborate with team members to streamline administrative tasks, including document management, billing, and client intake.
  • Research, recommend, and implement tools to reduce manual effort and improve consistency.
  • Ensure proper training for staff to use new tools and processes effectively.
  • Track and order office supplies, financial tasks including processing monthly invoices and payments from clients and assisting with trust accounts.

We meet most clients virtually, so these tasks are infrequent:

  • Greet clients and visitors with a professional and friendly demeanor.
  • Manage the reception area, ensuring it is tidy and welcoming.
  • Handle incoming and outgoing mail and deliveries.
  • Prepare rooms for mediations and meetings.

We offer a competitive salary range of $55,000 to $80,000 based on experience and qualifications, as well as benefits such as healthcare and wellness spending account, hybrid work environment, vacation, and personal days.



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