SMT Lawyers is seeking a professional, organized, and detail-oriented Receptionist to join our team. The successful candidate will serve as the first point of contact for clients and visitors, ensuring a welcoming and professional office environment. This role combines client service with essential administrative support duties that assist in the daily operation of the firm.
Position Details
- Position: Receptionist
- Wage Rate[KT1] : Starting rate $23/hour. Negotiable, subject to experience, qualifications, and any additional job demands (e.g., website and marketing duties).
- Hours: Monday to Friday, 9:00 a.m. to close (anticipated 4:00 p.m., subject to office activities, with 5:00 p.m. at latest).
- Probationary Period: Three (3) months.
- Benefits: Eligibility for benefits upon successful completion of the probationary period.
Key Responsibilities
- Greet clients and visitors in a professional and welcoming manner, including collecting identification and completing ID/intake forms.
- Serve as the primary point of contact for incoming calls, ensuring calls are answered, transferred, and documented promptly and professionally.
- Manage all incoming calls, including taking detailed and accurate messages and ensuring timely communication with lawyers and staff.
- Process new client intakes, including conflict checks, receiving intake information (via phone & email), liaising with lawyers for document approvals, arranging intake appointments, and billing for intakes, notarizations, or signings.
- Open new client files using established file templates and naming conventions.
- Schedule client appointments in coordination with lawyers and staff.
- Provide administrative support to legal assistants, including scanning, saving, filing documents, running errands (bank, mail, other offices), arranging couriers, and managing faxes.
- Monitor and restock office supplies such as coffee, stationery, and restroom items as required.
- Handle First Canadian Title (FCT) responsibilities, including booking, receiving and printing documents, tagging for signature, invoicing, and returning completed packages.
- Assist with basic accounting and bookkeeping tasks, including weekly scanning and saving of invoices and bills, and performing data entry support.
- Prepare, edit, scan, combine, and organize PDF documents using Adobe Acrobat.
- Optional: Website and social media (Instagram) responsibilities, to be determined based on role scope and pay structure.
Qualifications:
- Minimum two (2) years of experience in a receptionist, administrative assistant, customer service, or similar administrative role.
- Experience in a legal, accounting, medical, or other professional office environment is considered an asset.
- Demonstrated ability to manage a multi-line phone system and high volume of incoming calls.
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Office (Outlook, Word, Excel) and Adobe Acrobat.
- Ability to learn and effectively use legal practice management software and office systems.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and professionalism at all times.
- Ability to work independently while collaborating effectively with colleagues and respecting established office procedures and reporting structures.
The Ideal Candidate Will:
- Be highly dependable and attentive to detail.
- Demonstrate strong judgment and professionalism when handling confidential information and client matters.
- Take initiative within established procedures and seek guidance when appropriate.
- Be comfortable managing multiple priorities in a fast-paced environment.
- Work independently while recognizing when matters require lawyer or management approval.
- Possess a positive, client-focused attitude and a commitment to exceptional service.
- Take pride in maintaining an organized, efficient, and professional office environment.
- Be willing to assist team members when needed and contribute to a positive, supportive office culture.
Prospects
Support for continued professional development and potential advancement into further administrative roles.
To Apply:
Please submit your resume and cover letter to [email protected] and include "Client Service Matters" in the subject line of your application.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: From $23.00 per hour
Work Location: In person
