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 setting Great work life balance and friendly work environment Growth opportunities Note: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: Reception Provide front desk reception, including answering incoming calls and assisting visitors in person Receive mail and packages and follow the sign in procedure for same Attend to mail and post-office matters Arrange couriers and attend to requests outside the office Client Onboarding Interact with new clients via telephone, email or in person Open all Intake Files, conduct Conflict Checks Heavy calendar management - maintain calendar of 8 lawyers and 5 clerks Schedule all consults in person, virtual and via telephone Preparation of all Retainer Agreements, tracking same, collection of ID Facilities & Space Management Keep office space, kitchen, and common areas tidy and organized, including cleaning the kitchen and other shared office space every Friday Keep fridge and snacks stocked daily, re-ordering when necessary Maintain and stock office supplies and inventory Coordinate with property management regarding office and tenant matters Meetings, Events & Internal Coordination Schedule and coordinate meetings, including boardroom reservations and catering/lunch arrangements Support internal and external events (seminars, and firm-wide events) Support projects and special initiatives as needed Documentation, Records & Firm Organization Scan and print documents Maintain files, databases, and master lists Update and maintain various spreadsheets Assist with organizing and onboarding of new staff Assist with file transfers from other lawyers Wolf Law Chambers Administrative Support Provide Reception services for WLC Oakville (separate phone line) Support team members, client, tenant and lawyer requests Onboarding and Departure of Tenants Weekly and monthly preparation and submission of Wolf Law Chamber Reports Other Duties & Special Projects Attend to ad hoc office and business requests Support special projects as they arise Perform other duties based on evolving business needs Work with various computer platforms such as: Clio Grow, Clio Manage, Divorce Mate, One Drive, Webex, Zoom, Outlook, Excel, Word, ASANA, Slack What Will You Bring To The Role? Ideally 2 years of administrative experience in a law firm College level diploma or University Degree Experience in an office environment, ideally in a similar administrative position Proficient in MS Office, and comfort with learning various tech platforms Asset if you are familiar with Clio Grow, Clio Manage, Divorce Mate Excellent customer service skills and exceptional attention to detail Excellent writing skills Effective and professional communicator Able to work independently with a variety of individuals Highly organized, with strong multi-tasking skills A self-starter and problem solver, with the flexibility to adapt to situations and pivot tasks as needed Perform well under pressure Comfortable with change and shifting priorities This role is full-time and on-site, working in the downtown Oakville office. Salary Range: $45,000 - $60,000 Benefits: Dental care Extended health care Paid time off