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Law Office Administrator

2 weeks ago

Toronto, Ontario, Canada Kooh Law Full time $50,000 - $80,000 per year

Working in our law office provides a dynamic environment where you'll handle legal, administrative, and financial tasks side-by-side with our lawyer. We are a growing law firm in Ontario, and we have an exciting opportunity for a passionate
Law Office Administrator / Legal Assistant
to join us. This is a
full-time role (40 hours per week, on-site in Toronto, ON)
that involves managing
Clio
(a widely-used legal practice management software) and
QuickBooks
for our daily operations, coordinating court filings, and even assisting with marketing initiatives. We are seeking an
early-career professional
with a keen desire to learn and grow – someone who can become a reliable part of our team for the next
3+ years
as our firm expands and evolves. If you are organized, tech-savvy, and eager to contribute to a small but ambitious law practice, we want to hear from you

Key Responsibilities:

  • Practice Management:
    Manage case files, calendars, and billing using
    Clio
    (legal practice management software) and oversee financial records using
    QuickBooks
    . Ensure all client data is accurately entered and updated.
  • Administrative Support:
    Perform general office administration including scheduling appointments, managing correspondence, and maintaining organized records and filing systems (both electronic and paper).
  • Court Filings & Liaison:
    Prepare and
    create records
    for court proceedings, file documents with court registrars, and liaise with court offices to coordinate hearings or submissions. You will handle routine communications with court staff and ensure filing deadlines are met.
  • Bookkeeping & Accounting:
    Handle basic
    finance and accounting
    tasks – track expenses, assist the firm's bookkeeper with billing/invoicing, reconcile accounts, and help prepare financial reports under the guidance of our external accountant (ensuring compliance with standard accounting practices).
  • Marketing & Advertising:
    Assist with the firm's Creative & Tech Department, such as updating social media profiles, coordinating simple advertising campaigns, and helping to create content (newsletters, blog posts, etc.) to enhance our firm's visibility.
  • Compliance & Confidentiality:
    Ensure all activities adhere to the Law Society of Ontario's rules and regulations for legal practice. Maintain strict confidentiality of all client information and uphold high ethical standards in handling sensitive legal documents.

Qualifications & Skills:

  • Education & Training:
    Completion of a
    Legal Assistant, Law Clerk, or Paralegal
    program (diploma or degree).
    Recent graduates
    or students in their final year (with availability for full-time work) are welcome to apply.
  • Technical Proficiency:
    Strong computer skills, including proficiency with
    MS Office
    (Word, Excel, Outlook). Experience with or ability to quickly learn software like
    Clio
    (for practice management) and
    QuickBooks
    (for accounting) is required – training will be provided as needed.
  • Communication:
    Excellent English communication skills
    (both written and verbal). Ability to draft professional emails, letters, and court documents with attention to detail and clarity.
  • Organizational Skills:
    Superb
    organization and multitasking
    abilities. You can juggle calendars, court deadlines, and client files without missing a beat.
    Attention to detail
    is critical, especially when handling legal documents and financial entries.
  • Interpersonal Skills:
    A customer-service orientation with a polite and professional demeanor. Comfortable interacting with clients, court staff, and vendors in person and on the phone.
  • Integrity & Discretion:
    High level of integrity, reliability, and
    respect for confidentiality
    . You understand the sensitive nature of legal work and will handle all information with discretion and care.
  • Enthusiasm & Growth Mindset:
    Passionate about learning
    – you take initiative to ask questions and improve processes. We value someone who is eager to take on new challenges,
    grow with the firm
    , and remain with us long-term. (Dedication and a commitment of at least a few years in the role will be considered an asset.)
  • Credentials (Asset):
    A
    Paralegal license
    (Law Society of Ontario) or Law Clerk designation is
    an asset
    , but not mandatory. We will prioritize talent, willingness to learn, and fit with our team culture.

What We Offer:

  • Hands-On Experience:
    Opportunity to work
    one-on-one with an experienced lawyer
    , gaining exposure to
    all aspects of running a law firm
    – from case management and court procedures to business administration and marketing.
  • Mentorship & Training:
    We will provide training in using our systems (Clio, QuickBooks, etc.) and will mentor you in areas of law practice management and procedure. This is a chance to develop a
    well-rounded skill set
    early in your career.
  • Growth Opportunities:
    As a key team member in a growing firm, you'll have the ability to
    take on increased responsibilities
    over time. We see this position as a long-term partnership – as the firm grows, your role can grow too, potentially into a
    senior administrator or office manager
    role in the future.
  • Work Environment:
    A friendly, respectful, and
    professional office setting
    where your contributions are valued. Because we are a small team, your work will have a direct and visible impact on our success, and
    new ideas are welcome
    .
  • Competitive Compensation:
    We offer a competitive salary commensurate with your experience. The position is full-time (40 hours/week) with
    fair working hours
    (compliant with Ontario's employment standards) and the potential for performance-based raises. We follow all legal requirements for wages, overtime, and time off, ensuring a healthy work-life balance for our staff.
  • Job Stability:
    Our firm's strategic plan is focused on steady growth, and we are
    investing in talent for the long run
    . You can expect job stability and the opportunity to build your career here over at least the next 3+ years. We value loyalty and will do our part to retain and develop our team member through that period and beyond.

How to Apply:

If this opportunity excites you,
we encourage you to apply
Please send your
resume and a brief cover letter
through LinkedIn (or email it to ). In your cover letter, tell us a bit about your interest in the position and how your background fits this role.

Application Deadline:
open until filled
. We will review applications on a rolling basis and contact qualified candidates to schedule an interview.

Thank you for considering a career with us.
We can't wait to potentially welcome you to our team and start a rewarding journey together in our firm's next chapter

Note:
We appreciate all interest in the position; however, only those selected for an interview will be contacted.
Our firm is an equal opportunity employer
and we comply with all applicable employment and human rights regulations. We are committed to fostering an inclusive workplace and encourage candidates of all backgrounds to apply.