Legal Operations & Client Coordinator
Ridge Notaries | Maple Ridge, BC
Full-time | Monday to Friday
Ridge Notaries is seeking an experienced, highly organized and client-focused Legal Operations & Client Coordinator to become a central member of our growing professional team.
This is not a traditional reception position.
The successful candidate will oversee the front-office client experience while coordinating client intake, file opening, office operations, workflow systems and referral-partner activities. You will work closely with our notaries, conveyancing team and wills team to ensure clients receive responsive, professional service and that files move through the office efficiently.
This role is ideal for an experienced legal administrator, operations coordinator, contracts administrator or professional-services coordinator who enjoys organizing people, information and processes.
About Ridge Notaries
Ridge Notaries is a community-focused notary practice serving Maple Ridge and the surrounding region. Our work includes residential real estate transactions, wills, powers of attorney, representation agreements and notarizations.
We are committed to providing a welcoming, professional and efficient client experience. We are also investing in new technology, improved systems and stronger relationships with our community and referral partners.
What You Will Do
Client Experience
- Welcome clients and visitors to the office.
- Answer phones and respond to general inquiries.
- Schedule consultations, appointments and signing meetings.
- Coordinate identification requirements, payments and meeting-room preparation.
- Monitor general email inquiries and ensure timely follow-up.
- Help clients feel informed and supported throughout their experience with the firm.
Intake and File Coordination
- Complete preliminary client intake.
- Collect and organize client and transaction information.
- Conduct conflict checks using established procedures.
- Open files in the firm’s legal and practice-management systems.
- Send intake forms, welcome packages and document requests.
- Track outstanding information and follow up with clients and referral partners.
- Route files to the appropriate team member.
- Maintain accurate file-status notes, deadlines and next actions.
Practice Operations
- Support daily office operations, supplies, vendors, technology and shared resources.
- Maintain and improve templates, checklists and administrative procedures.
- Assist with employee and contractor onboarding.
- Coordinate meetings, training and internal projects.
- Help identify bottlenecks and improve how work moves through the office.
- Support implementation of new technology and office systems.
Referral and Community Relationships
- Maintain referral-partner and client information in the firm’s CRM.
- Coordinate follow-up with realtors, mortgage brokers and community partners.
- Assist with appreciation initiatives, presentations and office visits.
- Support community sponsorships and client or referral events.
- Help coordinate newsletters, invitations, review requests and relationship-building activities.
Support for the Owners
- Assist with operational projects, meeting preparation and follow-up.
- Help track internal initiatives and deadlines.
- Support recruitment, onboarding, reporting and special projects.
- Handle confidential business and employee information with discretion.
You May Be a Strong Fit If You
- Have experience as a legal administrative assistant, legal coordinator, contracts administrator, office coordinator or operations professional.
- Are exceptionally organized and enjoy creating order from complexity.
- Communicate clearly, professionally and warmly.
- Are confident dealing with clients, professionals and multiple stakeholders.
- Notice missing information and follow up without being asked.
- Enjoy improving processes and learning new technology.
- Can move comfortably between client service, administration and project coordination.
- Take ownership of your responsibilities and follow through.
- Remain calm and professional when priorities change.
- Want a role with more variety and responsibility than traditional reception work.
Qualifications
- Legal Administrative Assistant certificate, equivalent education or relevant professional experience.
- One year or more of administrative, legal, contracts, professional-services or operations experience.
- Strong written and verbal communication skills.
- Excellent attention to detail.
- Proficiency with Microsoft Office and Outlook.
- Confidence learning cloud-based practice-management, CRM and legal software.
- Experience handling confidential information.
- Experience in a law firm, notary office or regulated professional environment is an asset.
- Experience with client intake, contracts, workflow coordination, HR administration, events or CRM systems is also an asset.
Experience in conveyancing or wills is helpful but not required. We are prepared to train the right candidate on our practice areas and systems.
What We Offer
- A full-time weekday position in Maple Ridge.
- A varied and meaningful role with significant ownership and responsibility.
- The opportunity to help shape systems and processes in a growing professional practice.
- Direct collaboration with the business owners and legal team.
- Exposure to client experience, legal administration, office operations and business development.
- A professional, community-oriented and supportive work environment.
- Compensation based on experience and the scope of responsibilities.
How to Apply
Please submit your resume and a brief cover letter explaining:
- Why this role interests you.
- How your background relates to client service, legal administration or operations.
- An example of a process, project or workflow you helped organize or improve.
We thank all applicants for their interest. Only candidates selected for an interview will be contacted.
Pay: $25.00-$31.00 per hour
Work Location: In person
