Office Administrator (full-time)

Duncan Craig LLP - Office Services Clerk Position Overview

The role of Office Clerk is to provide support to the Firm by working in our Office Services Team reporting to the Office Services Manager.

The position requires the ability to work independently while contributing as a member of the Office Services Team. You will be expected to manage a busy workload and contribute to a positive experience for our clients and firm members. You are expected to adapt to new technologies, processes, and duties to ensure tasks are completed in an accurate and timely fashion.

Essential Duties and Responsibilities

Document Processing

Photocopy, bind, collate, tab and otherwise organize documents

Operate within a ticket system to organize workloads and priorities for incoming document production matters

Working with Adobe to organize electronic documents into sections, create index, print images

Scanning paper documents into electronic documents

Reception Duties

Greet clients on phone or in person, direct inquiries to the appropriate parties and handle drop in inquiries, create a welcoming and professional atmosphere

Set up coffee stations, organize meeting room set up and clean up

Coordinate meeting room bookings, keep meeting room schedules on time through communication with individuals using the rooms

Order items such as: catering, flowers, gift cards, taxies for clients, office supplies, eCoordinate repairs/services with landlord, organize first aid/emergency training schedule

Assist with client identification document requirements, receiving document drop offs and/or couriers, minor photocopying, typing documents, some data entry

Other duties as assigned

General Office Duties

Mail delivery and pick up; Couriers

Office Supplies – ordering/stocking

Boardroom maintenance – set up coffee/water, clean up after meetings

Delivery of office supplies to various stations

Set up snacks/supplies in lawyer/staff lounges

Competencies

Outstanding customer service – ability to respond promptly to client needs, seeks feedback to improve service levels; meets commitments

Oral Communications – ability to speak clearly and persuasively in positive and negative situations; good listener who responds well to questions

Written Communications – writes clearly and informatively; edits work for spelling and grammar

Temperament – able to work with minimal supervision; prioritizes and anticipates work requirements; works well under occasional periods of pressure

Ethics – able to maintain client confidentiality and Firm information confidential at all times; understands and follows the general rules of ethical behaviour

Computer Skills – ability to use Microsoft Office; ability to use the internet and cloud-based client programs; accurate typist; ability to use general office equipment

Education and Experience

English language skills are required

Three to five years of receptionist or office clerk experience is preferred

Grade 12 graduate with business subjects or completion of an appropriate certificate program from a business school/college is preferred

Skills

English Language skills – ability to read and comprehend instructions and compose standard business correspondence

Mathematical skills – basic numeracy skills with addition, multiplication and division

Reasoning ability – able to use common sense understanding to carry out instructions

Work Environment – ability to function in an office setting with moderate noise levels and regular interruptions, may be required to lift up to 30 lbs from time to time, extensive sitting and keyboarding is required

What will be required to be successful in this position (“ideal candidate”)

Team player with a positive attitude and strong work ethic and excellent attendance

Excellent time management skills and able to juggle competing priorities

Ability to manage emotions when under tight deadlines and dealing with challenging personalities

Excellent communicator both written and oral

Professional, ability to handle confidential information; discrete

Actively works to understand systems and processes and seeks ways to be efficient

Accurate with excellent attention to detail

Work Hours

Full time position - Monday to Friday, 8:00 am to 5:00 with a 1 hour unpaid lunch break and two 15 minute breaks (40 hours paid weekly)

Compensation

Salary will depend on experience level and demonstrated abilities

Health Benefits (premium is 100% employer paid)

RRSP matching after 1 year of service

Vacation and Personal Days

Please send your resume to the Director of People & Development ***email_hidden*** . Only qualified applicants will be contacted for an interview.