Legal Receptionist & Office Coordinator
Duco & Duco LLP
Innisfil, ON
Job Type: Full-Time, Permanent
Work Location: In Office Only
Compensation: $20.00 - $22.00 per hour ($41,600 - $45,760 annually)
About the Position
Duco & Duco LLP is seeking a professional, organized, and customer-focused Legal Receptionist & Office Coordinator to become the first point of contact for our clients and visitors.
This position is ideal for an individual who enjoys working with people, thrives in a fast-paced office environment, and is interested in building a long-term career within the legal profession. The successful candidate will play a key role in the daily operation of the firm while supporting lawyers, law clerks, and administrative staff.
This is an in-office position and requires a professional appearance, strong communication skills, exceptional attention to detail, and the ability to manage multiple priorities throughout the day.
As the face and voice of our firm, the successful candidate will be responsible for creating a welcoming and professional experience for every client interaction.
Key ResponsibilitiesClient Service & Reception
- Answer and direct incoming telephone calls
- Greet clients and visitors in a professional and welcoming manner
- Schedule appointments and maintain lawyer calendars
- Monitor lawyer calendars to avoid scheduling conflicts and double bookings
- Handle general walk-in inquiries
- Assist clients with intake procedures and information gathering
- Monitor and respond to general inquiry emails
- Provide updates and routing of client communications to the appropriate team member
- Collect payments from clients and issue receipts as required
Office Administration
- Open and organize new files
- Perform conflict searches prior to opening new matters
- Prepare retainer packages and engagement documentation
- Perform electronic and physical filing
- Monitor incoming mail, courier deliveries, faxes, and electronic communications
- Coordinate outgoing courier packages and document deliveries
- Maintain file organization and office records
- Prepare routine correspondence and administrative documents
- Assist with document scanning and file management
- Collect and verify client identification for real estate, wills, and other legal matters
- Follow up regarding unsigned retainer agreements and outstanding intake documentation
- Witness execution of Wills and other legal documents where appropriate
- Assist with annual file destruction, archiving, and storage management
Workflow Coordination
- Assist in maintaining balanced workflow distribution among clerks and lawyers
- Track incoming matters and ensure files are assigned appropriately
- Follow up on outstanding administrative tasks
- Support file intake and matter-opening procedures
- Help ensure deadlines and client service standards are maintained
Office Operations
- Order and maintain office supplies and inventory
- Coordinate trust cheque pickups and deliveries where required
- Maintain reception, boardrooms, meeting rooms, and common areas in a professional manner
- Prepare meeting rooms for client appointments and internal meetings
- Assist with office-wide administrative projects and operational initiatives
Team Support
- Provide administrative support to lawyers and law clerks
- Assist with special projects and office initiatives
- Provide support to the accounting department following successful completion of training and demonstrated proficiency
- Assist with firm-wide administrative processes as required
- Contribute to a collaborative and professional office environment
Qualifications
- Previous reception, customer service, administrative, or legal office experience preferred
- Strong verbal and written communication skills
- Excellent telephone etiquette
- Strong organizational and multitasking abilities
- Professional appearance and demeanor
- Ability to prioritize competing demands in a fast-paced environment
- Proficiency with Microsoft Office
- Ability to maintain confidentiality and professionalism at all times
Preferred Assets
- Experience in a law office environment
- Familiarity with legal terminology
- Experience with legal software or document management systems
- Experience handling confidential client information
Compensation & Benefits
- Hourly wage of $20.00 - $22.00
- 4% vacation pay (equivalent to two weeks annually)
- Paid Christmas office closure (typically one week)
- Employees who voluntarily assist with urgent matters during the Christmas closure are compensated at 1.5 times their regular rate, while still receiving their paid closure week
- Five paid sick days annually
- Available following successful completion of the 90-day probationary period
- Prorated during the first calendar year
- Renewed annually each January 1
- Unused days do not carry forward
- Paid statutory holidays
- Additional paid office holidays including:
- Easter Monday
- Civic Holiday (August)
- Monday to Friday schedule:
- 9:00 a.m. to 5:00 p.m.
- 30-minute unpaid lunch break
- Two paid 15-minute breaks (which may be combined into a single 30-minute break)
Career Growth Opportunity
This position offers significant growth potential within the firm. Employees who demonstrate strong performance, reliability, initiative, and aptitude for legal work may be considered for advancement into a Law Clerk or other legal support role as the firm continues to grow.
Employees interested in pursuing a Law Clerk career may be provided with mentorship, training, and increased file responsibilities based on demonstrated performance, aptitude, and firm growth requirements.
We are seeking individuals interested in building a long-term career rather than simply filling a reception position.
Work Location
827 Innisfil Beach Road
Innisfil, Ontario
Apply Today
Qualified candidates are invited to submit their resume and cover letter for immediate consideration.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $41,600.00-$457,650.00 per year
Benefits:
Work Location: In person
