Legal Receptionist

7 days ago

Toronto, Canada Heer Law Full time

We are currently seeking a Legal Receptionist, Client Intake Coordinator to join our amazing and growing team.

**About our Firm**

Heer Law is a boutique intellectual property law firm located in downtown Toronto specializing in providing intellectual property law, intellectual property litigation, patent agent and trademark agent services.

**The Role**

**Responsibilities**

Client & Visitor Focused Tasks:

- Answer, screen, and direct incoming calls
- Greet clients, guests, and visitors
- Assist in scheduling client and visitor calls and meetings
- Create a positive and professional first impression on behalf of the firm
- Other receptionist duties, as assigned

Administrative Tasks:

- Receive and route mail and deliveries to the correct person
- Perform conflict checks
- Send Client Identification Information forms to clients via CRM software, Lawmatics
- Prepare and send engagement letters to clients via CRM software, Lawmatics
- Arrange for clients to provide initial financial retainers
- Compile and file clients' administrative documents
- Willingness to learn about the firm’s legal services and to address initial inquiries from prospective new clients over time
- Other general administrative tasks as required

**Qualifications**
- 1+ years in a receptionist role or client intake role at a law firm or professional organization
- High school diploma is required
- Post-secondary education is an asset
- Strong English communications skills, both written and oral
- Excellent telephone etiquette and customer service skills
- Experience working with a CRM system (e.g., Salesforce, Lawmatics, Clio Grow) is an asset
- Strong MS Office skills (Outlook, Word, Excel)
- Organized and a strong attention to detail
- Professional, polite, punctual, friendly and a team player
- Ability to manage multiple tasks simultaneously

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

Pay: $43,000.00 per year

Additional pay:

- Bonus pay

**Benefits**:

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

Schedule:

- Monday to Friday

**Experience**:

- receptionist: 1 year (required)

Work Location: In person

Application deadline: 2025-06-23
Expected start date: 2025-07-07

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