About the Role
We are a group of companies operating out of a busy law firm office, looking for a polished, dependable, and highly organized Receptionist/Administrative Assistant to be the first point of contact for our office while also supporting the day-to-day operations of our group of companies. This is a varied, hands-on role for someone who enjoys wearing multiple hats and thrives in a fast-paced professional environment.
You'll split your time between front-desk/reception duties for the law firm and broader administrative, financial, and personal assistant support for our group of companies' leadership. No two days will look exactly the same.
What You'll Do
Reception & Front Office
- Greet clients, visitors, and guests professionally and warmly
- Answer, screen, and direct incoming calls
- Manage incoming/outgoing mail, couriers, and deliveries
- Maintain a clean, organized, and welcoming front office and boardrooms
- Schedule and coordinate appointments, meeting rooms, and client visits
Administrative & Personal Assistant Support
- Provide personal assistant support to ownership/management (scheduling, correspondence, travel arrangements, errands as needed)
- Draft, proofread, and format correspondence, memos, and documents
- Maintain filing systems (physical and digital) and ensure records are organized and up to date
- Order office supplies and manage office equipment/vendor relationships
- Assist with light HR administration (onboarding paperwork, scheduling interviews, maintaining employee files)
- Support special projects and ad hoc requests across the group of companies
Accounts Payable & Receivable
- Process and track invoices, ensure timely payments to vendors and suppliers
- Issue invoices and follow up on outstanding receivables
- Reconcile statements and assist with basic bookkeeping entries
- Liaise with the bookkeeper/accountant to support month-end and year-end processes
- Maintain accurate financial records and filing for multiple related entities
What We're Looking For
- 2+ years of experience in a receptionist, administrative assistant, or office support role (law firm or professional services experience an asset)
- Comfortable handling basic accounts payable/receivable and financial recordkeeping
- Excellent verbal and written communication skills
- Strong organizational skills with the ability to manage competing priorities across multiple companies
- Proficiency in Microsoft Office (Word, Excel, Outlook) and general comfort with office/accounting software (e.g., QuickBooks an asset)
- Discreet, trustworthy, and professional — you'll be handling sensitive financial and personal information
- A proactive, "no task too small" attitude and strong attention to detail
- Post-secondary education in office/business administration is an asset but not required
What We Offer
- Competitive salary based on experience
- Stable, full-time hours in a professional office environment
- Variety of work across legal, administrative, and financial functions
- Opportunity to grow with a multi-company group
Pay: $18.00-$23.00 per hour
Work Location: In person
