About Us
We are a growing law firm in Ottawa that has been providing clients with exceptional legal services since 2016. Our team is collaborative, client-focused, and committed to building a great place to work. As we restructure our operations, we are creating this dedicated administrator role to keep our office running smoothly and our people supported day to day.
The Opportunity
This is a newly structured role that touches every corner of the firm including vendor relationships, HR coordination, compliance tracking, staff onboarding, office logistics, and more. You will be the operational engine that keeps our 8 lawyers plus staff focused on doing great work for clients. If you are someone who thrives on variety, takes pride in a well-run office, and does not need to be told twice, this role was built for you.
What You'll Do
Office Operations & Vendor Management
- Manage day-to-day office operations including supplies, facilities, and vendor relationships.
- Liaise with building management on maintenance, parking, and facility issues.
- Oversee vendor contracts (courier, shredding, IT support, photocopier, cleaner)
- Coordinate IT equipment procurement and manage staff IT requests.
- Manage postage meter, courier accounts, and incoming/outgoing mail.
- Oversee boardroom and communal area bookings and coordinate catering.
HR Coordination
- Working alongside our HR consultant to coordinate recruitment logistics (posting ads, scheduling interviews, sending offers)
- Onboard new hires (set up desk, IT access, credentials, access cards, firm introductions, etc.)
- Maintain employee files in compliance with privacy requirements.
- Track vacation, sick leave, lieu time, and other absences.
- Support offboarding processes and exit logistics.
- Update staff contact lists, org chart, and internal directories.
- Monitor Employment Standards Act compliance with guidance from HR consultants.
Compliance & Law Society
- Coordinate annual Law Society of Ontario firm report filing.
- Track lawyer CPD hours and flag upcoming filing deadlines.
- Manage annual corporate returns and government filings for the firm entity.
- Track articling student rotations and supporting LSO-related filings.
Insurance & Risk
- Manage annual LAWPRO professional liability renewal process.
- Coordinate office property and general liability insurance renewals.
- Maintain certificates of insurance for vendors and third parties.
- File insurance claims and liaise with brokers as needed.
General Administration
- Manage general firm inbox and phone system administration.
- Coordinate lawyer travel bookings.
- Organize staff meetings, prepare agendas, and take minutes.
- Maintain firm policy manual and precedent binders.
- Coordinate firm events (holiday party, client events, team activities)
- Maintain lawyer bio pages and website updates.
What We're Looking For
Required
- 3+ years of office administration or operations experience, ideally in a law firm or professional services environment
- Demonstrated ability to successfully manage multiple priorities simultaneously.
- Strong working knowledge of Microsoft Office 365 (Outlook, Word, Excel, Teams)
- Experience coordinating HR processes (onboarding, file management, leave tracking, etc.)
- Proven vendor and facilities management experience
- Excellent written and verbal communication skills
- High degree of discretion with confidential firm and client information
- Takes ownership of recurring work without needing reminders and proactively flags improvements to firm processes.
Nice to Have
- Familiarity with Law Society of Ontario compliance requirements (CPD, annual reports)
- Experience with legal practice management software (Clio, or similar)
- HR administration coursework or designation (CHRP or working toward it)
- Bilingual (English/French)
Why Join Us
- Newly created role with real ownership and you will define how this function works.
- Collaborative team who will notice and appreciate great operations support.
- Competitive salary with benefits package
- Stable, established firm with a strong client base and track record since 2016
- Direct relationship with firm leadership
- Supportive workplace culture with team communication, learning, and appreciation built into day-to-day work.
How to Apply
Please send your resume and a brief cover letter to:
[email protected]
Please use the subject line: Law Firm Administrator & Operations Coordinator Application
Applications are reviewed on a rolling basis until the role is filled.
We thank all applicants for their interest. Only those selected for an interview will be contacted.
We are committed to an inclusive hiring process. If you require accommodation at any stage of the recruitment process, please let us know and we will work with you to support your participation.
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care
- Wellness program
Work Location: In person
