Client Experience Coordinator

We are seeking a professional and welcoming Client Experience Coordinator to serve as the first point of contact for our full-service regional law firm. This role is integral to creating an exceptional experience for our clients and ensuring smooth daily operations for our team of professionals. The ideal candidate will be an organized, proactive individual with excellent communication skills and the ability to manage multiple priorities in a fast-paced professional environment. This role reports to the Chief Client Officer.

This is a full-time, permanent opportunity – Monday to Friday from 9:00 a.m. to 5:00 p.m. This position does not offer hybrid work arrangements, it requires working onsite 5 days a week.

Key Responsibilities

Reception & Telephone Management:

• Answer and professionally manage all incoming calls through the main line
• Direct calls to appropriate lawyers and staff members promptly and accurately
• Greet clients, guests, and visitors with warmth and professionalism
• Handle general inquiries and provide information about the firm as appropriate
• Monitor and respond to reception email inquiries in a timely manner

Administrative Support:

• Coordinate and manage boardroom bookings in the scheduler, including scheduling accuracy, food and beverage requirements, technical equipment setup, and room configuration, etc.
• Collaborate and assist with fulfilling catering requirements for meetings and events
• Direct incoming client deliveries
• Maintain reception area cleanliness, organization, and professional appearance
• Maintain office supplies for reception and common areas
• Update and maintain the firm's internal phone directory and contact lists
• Liaise with building management regarding facilities, security, and access issues

Financial & Operational Support:

• Track and manage reception-related expenses and budgets
• Process invoices for catering, office supplies, and reception services
• Maintain accurate records of expenditures and prepare expense reports for review
• Assist with vendor management and coordinate with approved suppliers

Additional Duties:

• Provide backup support for other administrative functions as needed
• Assist with special projects and firm initiatives as assigned by the CCO
• Contribute to process improvement initiatives to enhance client experience
• Other duties as required to support firm operations

Qualifications

Required:

• High school diploma or equivalent
• Minimum 3-5 years of reception or front desk experience, preferably in a law firm or other professional services environment
• Track record of delivering a seamless and professional client experience from first point of contact to resolution
• Exceptional telephone etiquette and verbal communication skills
• Strong written communication abilities
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Excellent organizational and time management skills
• Ability to maintain composure and professionalism under pressure
• Discretion and ability to handle confidential information appropriately
• Strong interpersonal skills and ability to interact with all levels of staff and clients

Preferred:

• Experience in a law firm or professional services setting
• Familiarity with boardroom booking systems and catering coordination
• Experience with budget tracking and expense management

Competencies:

• Client service excellence
• Professional demeanor and appearance
• Attention to detail and accuracy
• Adaptability and flexibility
• Problem-solving and initiative
• Team collaboration
• Multitasking in a demanding environment

What We Offer

• Competitive salary
• Comprehensive health and dental benefits package from day one
• Group Retirement Savings Plan with employer match
• Collaborative, inclusive, and supportive work environment
• Central Toronto location with convenient transit access

Candidates who meet the above qualifications are asked to apply online with a copy of their
resume and cover letter attached
, preferably together in one attachment.

WeirFoulds welcomes applications from all qualified candidates. We recognize the need to demonstrate equity, diversity and inclusion in everything we do, and are committed to providing an inclusive work environment composed of people with diverse perspectives, backgrounds, identities and cultures.

Accommodations in accordance with applicable laws are available for applicants with disabilities. If you require an accommodation at any time during the recruitment process, please contact our Human Resources Team