Receptionist/Legal Assistant

3 days ago

Thunder Bay ON PB J, Canada Habjan Brothers Law Office Full time

Job Overview

Habjan Brothers Law Offices is an established law practice committed to delivering exceptional legal services with precision and professionalism. We are seeking a highly organized and detail-oriented individual to serve as the professional face of our firm and provide critical administrative support, particularly within our real estate practice.

The Role: The successful candidate will manage all front-desk operations and provide essential administrative support to our legal professionals. This role demands exceptional organizational skills, the ability to manage competing priorities in a fast-paced environment, and an unwavering commitment to confidentiality and professional conduct.

Key Responsibilities:

1. Front Desk Management and Client Relations:

  • Serve as the first point of contact for the firm: Greet clients and visitors in a professional, courteous, and discrete manner.
  • Manage a multi-line telephone system: Answer calls promptly, screen inquiries, direct calls to appropriate personnel, and take accurate, detailed messages.
  • Maintain the professional appearance and organization of the reception area, boardrooms, and common spaces.
  • Manage incoming and outgoing mail, courier deliveries, and faxes; ensure timely distribution and filing.

2. Administrative and Operational Support:

  • Manage calendars and scheduling for lawyers and staff, including coordinating appointments and boardroom bookings.
  • Assist with the opening, organizing, and closing of client files (both physical and electronic), ensuring compliance with firm protocols.
  • Draft and proofread correspondence, memos, and other documents with a high degree of accuracy.
  • Manage office supply inventory and handle basic administrative tasks as required.

3. Real Estate Practice Support:

  • Provide administrative assistance for residential (and/or commercial) real estate transactions.
  • Assist lawyers and clerks with various stages of the transaction lifecycle, from file opening to closing.
  • Help prepare and organize transaction documents, requisition letters, and closing reports.
  • Communicate professionally with clients, financial institutions, and other law firms regarding file progression.
  • Ensure strict adherence to critical deadlines and procedural requirements.

Qualifications and Attributes:

  • Experience: A minimum of 2 years of experience in a professional office administration or receptionist role is required.
  • Preferred Experience: Experience within a legal environment, particularly exposure to residential real estate transactions, is strongly preferred. However, comprehensive training will be provided to a candidate demonstrating the required aptitude and organizational skills.
  • Technical Skills: High proficiency in Microsoft Office Suite (Word, Excel, Outlook) is mandatory. Familiarity with legal practice management software or real estate software (e.g., Teraview, Unity/Dye & Durham, LDD) is a significant asset.
  • Communication: Excellent verbal and written communication skills, with a professional demeanor and strong interpersonal skills.
  • Precision and Organization: Meticulous attention to detail, superior organizational abilities, and the capacity to manage multiple tasks effectively in a deadline-driven environment.
  • Professionalism: A high degree of discretion, sound judgment, and the ability to handle sensitive information with absolute confidentiality.

Job Type: Full-time

Pay: $18.51-$27.00 per hour

Expected hours: 35 – 40 per week

Work Location: In person

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