Job Title

About us:Lighthouse Family Law LLP is a mid size firm located in Oakville, ON L6J 6J3. We are professional and innovative.Our work environment includes:Modern office settingGreat work life balance and friendly work environmentGrowth opportunitiesNote:this position is 90% Legal Office Coordinator for Lighthouse Family Law LLP and 10% Legal Office Coordinator for Wolf Law Chambers - Oakville, both of which are based in the same location. Are you highly organized and strive to make sure others are in the right place at the right time as well as keeping things up to date?The Main Responsibilities of the Office Coordinator will include:ReceptionProvide front desk reception, including answering incoming calls and assisting visitors in personReceive mail and packages and follow the sign in procedure for sameAttend to mail and post-office mattersArrange couriers and attend to requests outside the officeClient OnboardingInteract with new clients via telephone, email or in personOpen all Intake Files, conduct Conflict ChecksHeavy calendar management - maintain calendar of 8 lawyers and 5 clerksSchedule all consults in person, virtual and via telephonePreparation of all Retainer Agreements, tracking same, collection of IDFacilities & Space ManagementKeep office space, kitchen, and common areas tidy and organized, including cleaning the kitchen and other shared office space every FridayKeep fridge and snacks stocked daily, re-ordering when necessaryMaintain and stock office supplies and inventoryCoordinate with property management regarding office and tenant mattersMeetings, Events & Internal CoordinationSchedule and coordinate meetings, including boardroom reservations and catering/lunch arrangementsSupport internal and external events (seminars, and firm-wide events)Support projects and special initiatives as neededDocumentation, Records & Firm OrganizationScan and print documentsMaintain files, databases, and master listsUpdate and maintain various spreadsheetsAssist with organizing and onboarding of new staffAssist with file transfers from other lawyersWolf Law Chambers Administrative SupportProvide Reception services for WLC Oakville (separate phone line)Support team members, client, tenant and lawyer requestsOnboarding and Departure of TenantsWeekly and monthly preparation and submission of Wolf Law Chamber ReportsOther Duties & Special ProjectsAttend to ad hoc office and business requestsSupport special projects as they arisePerform other duties based on evolving business needsWork with various computer platforms such as: Clio Grow, Clio Manage, Divorce Mate, One Drive, Webex, Zoom, Outlook, Excel, Word, ASANA, SlackWhat Will You Bring To The Role?Ideally 2 years of administrative experience in a law firmCollege level diploma or University DegreeExperience in an office environment, ideally in a similar administrative positionProficient in MS Office, and comfort with learning various tech platformsAsset if you are familiar with Clio Grow, Clio Manage, Divorce MateExcellent customer service skills and exceptional attention to detailExcellent writing skillsEffective and professional communicatorAble to work independently with a variety of individualsHighly organized, with strong multi-tasking skillsA self-starter and problem solver, with the flexibility to adapt to situations and pivot tasks as neededPerform well under pressureComfortable with change and shifting prioritiesThis role is full-time and on-site, working in the downtown Oakville office.Salary Range: $45,000 - $60,000Benefits:Dental careExtended health carePaid time off