Job Order Detail

Description

Summary of Position:
The individual who occupies this position must have a welcoming and pleasant personal presence and telephone manner. They must have experience in dealing with emergencies in a timely and effective manner. They are expected to possess the skills of multitasking and time management.  They will be expected to be vigilant in the operations of the firm with a view to providing advice and insight on streamlining office operations. This position involves a variety of administrative and clerical tasks.  Preference will be given to those who have experience working in a law office.
Tasks:
    Welcoming, directing and announcing all visitors appropriately;
    Log and distribute all facsimiles, courier activity and mail;
    Update calendars and schedule meetings for the boardroom;
    Arrange travel and accommodations, and prepare cheque requisitions as required;
    Enter lawyers time into PC Law; track client disbursements (postage, faxes, copying, courier, etc.);
    Ensure reception area and boardroom are tidy and presentable, with necessary stationary and material; prepare and make refreshments available as needed;  
    Keep inventory of office supplies, make request for new stock and obtain approval for ordering of new stock;
    Create new files as needed; this includes assigning a file number from the existing computer program, obtaining necessary client information; maintain an accurate list of open files at all times and updating client information;
    Maintain the closed file system by ensuring that the file is placed in the proper destroy date location;
    Keep informed of the where about of all staff and provide basic and accurate information in-person and via phone/email; and,
    Perform other clerical receptionist duties such as filing, photocopying and faxing as required.