Job Position Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The successful candidate will be responsible for managing billing and accounts receivable functions, assisting with file administration, and providing general administrative support to ensure the efficient operation of the firm.
This role is ideal for an individual with strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced professional environment.
Key Responsibilities
Billing & Accounts Receivable
- Prepare and process client invoices and statements.
- Review billing entries for accuracy and completeness.
- Monitor accounts receivable and maintain aging reports.
- Follow up with clients regarding outstanding accounts in a professional manner.
- Process incoming payments and maintain accurate financial records.
- Coordinate with lawyers and staff regarding billing inquiries and collections.
- Assist with month-end billing and reporting procedures.
File Management & Closing
- Close completed files in accordance with firm policies and procedures.
- Ensure all file documentation is complete and properly organized prior to closing.
- Prepare closed files for storage, retrieval, or destruction in accordance with retention policies.
- Maintain electronic and physical file records.
- Assist with file opening and conflict check procedures as required.
Administrative Support
- Answer and direct incoming telephone calls and emails.
- Maintain client databases and records.
- Prepare correspondence and administrative documents.
- Assist with scheduling, calendar management, and meeting coordination.
- Order office supplies and maintain administrative systems.
- Provide support to lawyers, conveyancers, and staff as required.
Qualifications
- Minimum 1 year of administrative experience, preferably in a law firm, accounting firm, or professional office.
- Experience with billing and accounts receivable processes.
- Strong proficiency in Microsoft Office (Word, Outlook, Excel).
- Experience with legal accounting or practice management software is an asset.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Professional communication and client service skills.
- Ability to handle confidential information with discretion.
- Ability to work independently and as part of a team.
Preferred Qualifications
- Experience with legal billing software such as ESILAW, or similar programs.
- Familiarity with Law Society trust accounting rules and procedures.
- Experience working in a real estate, corporate, or general practice law firm.
Compensation & Benefits
- Extended health and dental benefits.
- Vacation
Pay: $17.85-$25.00 per hour
Work Location: In person
