Job Summary
We are seeking a dynamic and organized Office Assistant to join our team! You will play a key role in providing administrative support to the firm’s operations. This position is responsible for maintaining a professional, organized, and welcoming office environment. The person will greet and correspond with clients, monitor inventory and supplies, support meeting and workspace logistics, and serve as a central point of contact for facilities and general operational administration.
Office Operations
- Open and prepare the office each day, including unlocking doors, turning on lights, and ensuring common areas are ready for use.
- Welcome clients and visitors, providing a professional and hospitable experience.
- Manage meeting room preparation, including setting up boardrooms for virtual and in-person meetings and ensuring technology is functioning properly before meetings begin.
- Maintain the cleanliness and organization of common areas, including kitchens, boardrooms, and storage areas.
- Order and restock office supplies, refreshments, and kitchen items as needed.
- Coordinate office maintenance and facility repairs, including liaising with building management, service providers, and vendors regarding furniture, equipment, etc.
- Coordinate ongoing technology support requests as well as device maintenance and replacements.
- Maintain inventory records for technology equipment, office assets, promotional materials, and supplies.
Administrative Support
- Support document management and file organization initiatives, including ensuring compliance with file naming conventions.
- Assist with large-scale file clean-up, organization, scanning, and records management projects, as required.
- Track, receive, and distribute incoming mail, packages, and courier deliveries, as required.
- Provide scanning, printing, copying, and document support to lawyers and administrative staff, as required.
- Coordinate onboarding logistics for new employees, including equipment testing, preparing workspaces, and training scheduling, as required.
- Support to administrative staff, as required.
Qualifications & Skills
- Post-secondary education in office administration, business administration, or a related field, or equivalent work experience.
- Experience in office coordination and administrative support.
- Strong organizational and time-management skills.
- Excellent interpersonal and client-service skills.
- Proficiency with Microsoft Office applications.
- Strong attention to detail.
- Adaptability and flexibility.
The successful candidate will be expected to work on-site at the office five days per week (Monday to Friday).
Pay: $45,000.00-$48,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
Work Location: In person
