Company Profile: Ridge Notaries
At Ridge Notaries, we are passionate about what we do because it is who we are. For over three decades, notarial service has been the cornerstone of our family's identity. We believe that the legacy of dedication, trust, and integrity forms the foundation of every client relationship we build.
Located in the heart of Maple Ridge, BC, Ridge Notaries is a dynamic and growing practice offering a full range of notarial services. Our core focus is on real estate conveyancing, estate and personal planning, and notarizations.
We foster a collaborative and client-centered culture where every team member plays an integral role in delivering exceptional service. Innovation is key to our internal processes, and we continually seek new ways to improve efficiency and enhance the client experience. If you thrive in a fast-paced, supportive environment and share our passion for excellence, Ridge Notaries is the perfect place for you.
Position overview
The Legal Administrative Assistant supports the Notaries Public in the drafting of wills, powers of attorney, and representation agreements, and answers all client estate enquiries. Performs routine administrative functions such as drafting wills, powers of attorney, representation agreements and related correspondence, diary management, organizing and maintaining paper and electronic records. The role also involves being witness to the execution of documents. The role requires a detail-oriented individual with a strong understanding of estate planning and legal documentation.
Hours: This is a part-time permanent position with approximately twenty (20) hours per week. The candidate must be available from Monday to Thursday.
Key Accountabilities
- Provide excellent customer service when greeting clients and answering estate enquiries.
- Process and manage incoming enquiries via email, phone, contact form and chatbot.
- Collect and enter client or stakeholder details and ensure the smooth flow of information when forwarding to appropriate staff.
- Actively manage the office calendar, schedule and confirm client appointments.
- On behalf of the Notary(s), draft correspondence, personal planning documents, and other documents as needed, from notes or templates.
- Conduct thorough review of legal documents to ensure accuracy, compliance, and completeness.
- Make necessary edits or revisions as directed by the Notary(s).
- Manage printing and preparing files for signing.
- Witness signing of files with clients and Notary(s).
- Manage physical and electronic records by scanning, filing, and shredding.
- Perform ad hoc accounting duties including invoices for clients.
- Follow up on the registration of and reporting on documents, i.e., wills.
- Ensure the smooth flow of information and coordination of office procedures.
- Additionally, the Administrator may assist in basic conveyancing tasks, such as preparing documents for transmissions to surviving joint tenants, name changes, and property transfers.
- Attend to tasks, research, follow up, and other duties as may be requested by the Notary(s).
Key Challenges
- Demonstrate keen attention to detail, essential for proofreading documents where precision is paramount. The ability to catch errors and ensure accuracy safeguards clients' interests and upholds the organization’s commitment to excellence.
- Demonstrate sound interpersonal skills including negotiation, persuasion, empathy, diffusion and resolution and assertiveness when dealing with the team, clients, and stakeholders.
- Manage competing priorities while experiencing interruptions (i.e., phone calls, witnessing wills or dealing with drop-in clients, etc).
- Maintain a calm and collected demeanor when dealing with clients or stressful situations.
Qualifications
- One year of experience in a legal office
- Proficient in Microsoft Office suite, with strong computer skills
- Experienced in data entry and clerical tasks
- Demonstrated customer service and phone etiquette abilities
- Familiarity with filing systems
- Additional skills in proofreading and bookkeeping advantageous
Job Types: Part-time, Permanent
Pay: $22.00 per hour
Expected hours: 20 per week
Benefits:
Schedule:
Education:
- Secondary School (preferred)
Experience:
- Administrative: 1 year (preferred)
- legal administrative (in a notary public or law firm): 1 year (required)
Work Location: In person
