Legal Receptionist

Job Responsibility:

We are currently seeking a Legal Receptionist, Client Intake Coordinator to join our amazing and growing team.

About our Firm

Heer Law is a boutique intellectual property law firm located in downtown Toronto specializing in providing intellectual property law, intellectual property litigation, patent agent and trademark agent services.

The Role

The Legal Receptionist, Client Intake Coordinator is responsible for answering the phones, responding to emails, and greeting visitors at reception. Additionally, he or she will work closely with our Client Intake Team, helping the firm to maximize its efficiency and organization and ensuring a smooth onboarding process for new clients. Hands on, in-depth training will be provided to support the successful candidate in this role and advance their professional career.

Responsibilities

Client & Visitor Focused Tasks:

• Answer, screen, and direct incoming calls
• Greet clients, guests, and visitors
• Assist in scheduling client and visitor calls and meetings
• Create a positive and professional first impression on behalf of the firm
• Other receptionist duties, as assigned

Administrative Tasks:

• Receive and route mail and deliveries to the correct person
• Assist Client Intake Team with customer relationship management, i.e., following up by phone and email with potential new clients
• Perform conflict checks
• Send Client Identification Information forms to clients via CRM software, Lawmatics
• Prepare and send engagement letters to clients via CRM software, Lawmatics
• Arrange for clients to provide initial financial retainers
• Compile and file clients' administrative documents
• Willingness to learn about the firm's legal services and to address initial inquiries from prospective new clients over time
• Other general administrative tasks as required

Qualifications

• 1+ years in a receptionist role or client intake role at a law firm or professional organization
• High school diploma is required
• Post-secondary education is an asset
• Strong English communications skills, both written and oral
• Excellent telephone etiquette and customer service skills
• Experience working with a CRM system (e.g., Salesforce, Lawmatics, Clio Grow) is an asset
• Strong MS Office skills (Outlook, Word, Excel)
• Organized and a strong attention to detail
• Professional, polite, punctual, friendly and a team player
• Ability to manage multiple tasks simultaneously

Job Types: Full-time, Permanent

Pay: $43,000.00 per year

Additional pay:

• Bonus pay

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Experience:

• receptionist: 1 year (required)

Work Location: In person

Application deadline: 2025-06-23Expected start date: 2025-07-07