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Important Note — This Is a Legal Admin Role
This is a Legal Administrative Assistant position. It is not a law clerk, paralegal, or legal assistant role. You will not be drafting legal documents, providing legal advice, or managing substantive legal files.
Your focus is operations: keeping the firm organized, clients onboarded, billing processed, and the team supported. If you are looking for legal work experience, this is not the right fit. If you want to own the administrative backbone of a growing law firm, read on.
About the Firm
Nazarian Law Professional Corporation is a focused family law firm based in Toronto, Ontario. We work exclusively in family law — separation, divorce, child custody, property division, and support matters.
We are a tight-knit team on a deliberate growth path, building the infrastructure to match our ambitions. This role is central to that mission. You will be client-facing daily — strong communication skills are essential.
The Opportunity
We are looking for a highly organized, reliable, and proactive Legal Administrative Assistant to take full ownership of the firm's day-to-day administrative operations. You will report directly to our Director of Operations and work closely with our lawyers on a daily basis.
This is not a passive role. You will be responsible for keeping the engine of the firm running — managing Legal Aid Ontario (LAO) certificates and billing, onboarding clients, maintaining our practice management system, and helping build the internal processes that will carry us through our next stage of growth.
Full training on LAO processes, billing systems, and internal tools will be provided. What we need you to bring is attention to detail, a sense of ownership, and the ability to work independently.
What You'll Be Responsible For
Client & Matter Administration
- Managing our internal CRM with detailed, up-to-date notes on every active client and matter
- Onboarding new clients end-to-end — collecting IDs, preparing retainer agreements, and processing initial payments
- Opening and organizing new matters on Clio with accurate client information
- Handling private client billing on Clio, including invoice preparation and accounts receivable tracking
- Tracking outstanding balances and implementing payment plans
Legal Aid Ontario (LAO) Administration
- Managing LAO certificates from opening to close — tracking hours allotted, monitoring certificate validity, and flagging issues early
- Reminding lawyers of their LAO allotment letters and upcoming billing deadlines
- Submitting LAO billing accurately and on time
Communications & Client Service
- This is a client-facing role. You will often be the first voice a client hears and the person they rely on for updates. Strong, professional communication is non-negotiable.
- Answering incoming calls and serving as the first point of contact for clients — calmly, clearly, and professionally
- Managing client expectations with empathy and precision — especially in high-stress family law situations
- Handling client complaints and escalations with composure, routing urgent matters to the appropriate lawyer
- Managing incoming and outgoing fax and email communications
- Coordinating courier documents on an as-needed basis
File & Document Management
- Maintaining organized digital client files in accordance with firm standards
- Managing physical files as needed (minimal volume — firm is predominantly digital)
- Managing receipts and processing incoming mail
Operations & Process Building
- Contributing to the development and maintenance of the firm's Standard Operating Procedures (SOPs)
- Identifying administrative inefficiencies and proactively proposing solutions to the Director of Operations
What We're Looking For
We are open to candidates from a range of administrative backgrounds. Prior LAO or legal billing experience is not required — we will train the right person. What we cannot train is reliability, precision, and initiative.
You're the right fit if you:
- Have 1–3 years of administrative or office coordination experience, ideally in a legal, professional services, medical, or financial environment
- Are incredibly organized and detail oriented — you track everything, miss nothing, and follow through without being reminded
- Communicate exceptionally well — in writing, on the phone, and in person. This is a client-facing role and your communication sets the tone for the firm
- Are comfortable learning new software quickly and adapting to evolving processes
- Take ownership of your work — you notice what needs to be done and do it without being asked
- Can manage multiple competing priorities in a fast-paced environment without losing accuracy
- Are proficient in Google Suite
Nice to Have
- Prior experience in a family law or litigation firm
- Familiarity with Legal Aid Ontario (LAO) billing, certificates, or the LAO online portal
- Experience with Clio or similar legal practice management software
- Experience building or maintaining SOPs or internal process documentation
What We Offer
- Competitive salary of $42,000 – $48,000 based on experience
- Hybrid work schedule
- A role with real ownership and visibility — you will work directly alongside the Director of Operations
- A supportive, close-knit team that takes its work seriously and looks out for one another
- The opportunity to grow with the firm — we are on a clear growth path and this role is central to it
- Competitive health benefits package
Job Type: Full-time
Pay: $42,000.00-$48,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- Flexible schedule
- Paid time off
- Wellness program
- Work from home
Work Location: Hybrid remote in Toronto, ON
