Join Our Family Law Team

Reception (Vancouver)

We are looking for a receptionist to join our collaborative team in Vancouver. The ideal candidate will have excellent communication skills, be detail-oriented, and have experience in both Reception and Administrative roles.

Position Responsibilities include but are not limited to:

Client Service & Communication

• Provide exceptional customer service to potential and active clients.
• Welcome clients, vendors, couriers, and other visitors in a professional and courteous manner.
• Respond to and triage all incoming calls for the Vancouver office and provide backup phone support for the Calgary office as needed.
• Monitor and respond to reception emails, ensuring inquiries are triaged and addressed promptly.
• Support client intake by communicating with prospective clients about our services, booking and confirming consultations, sending Microsoft Teams links, running conflict checks, opening files in Unity and SimplyFile, and coordinating with lawyers and their support staff.
• Maintain general correspondence via telephone and email inquiries.

Administrative & Operational Support

• Provide administrative support to the Vancouver team, COO, and Manager, Marketing and Business Development as required.
• Draft and format documents, forms, and correspondence related to the reception role as requested.
• Maintain accurate reception records and electronic files for lawyers and clients, including saving emails in SimplyFile and client documents in OneDrive.
• Update and maintain general forms such as intake questionnaires, payment authorization forms, and other shared documents in OneDrive and AdobeSign.
• Support with maintaining online scheduling via our Acuity booking system, including booking, rescheduling, and cancelling appointments, updating intake questionnaires, and maintaining calendar availability.
• Work collaboratively with the reception team, including providing backup support to colleagues in Calgary, fostering strong communication and teamwork.
• Support the onboarding and cross-training of reception team members to promote consistency in client service, administrative processes, and office operations.
• Work with accounting and legal support staff to ensure all incoming cheques are accurately recorded and accounted for.
• Coordinate with couriers to arrange for document delivery and pickup.
• Collaborate with legal support staff on occasional administrative tasks such as scanning, binder preparation, and process server coordination, as needed when float support is not available.

Office & Facilities Support

• Maintain reception and welcome area to ensure it remains professional, organized, and welcoming (e.g., brochures displayed neatly, magazines arranged, client materials kept confidential).
• Maintain boardrooms to ensure they are tidy at the start and end of each day and following meetings, including wiping down surfaces and replenishing stationery, drinks, and snacks.
• Maintain the office kitchen and copy room, ensuring cleanliness and organization at the start and end of each day (e.g., wiping surfaces, replenishing stock, loading/unloading the dishwasher).
• Liaise with vendors as required, including Xerox, court runners, couriers, Staples, Nespresso, Amazon, building management, and Shred-It.
• Maintain equipment, supply, and refreshment inventory, including monitoring stock levels, updating the PAR inventory list, placing orders, and organizing deliveries upon arrival.
• Water office plants and ensure the workspace remains clean and inviting for clients and staff.
• Serve as the designated floor warden for the Vancouver office, acting as the primary point of contact for building management and emergency officials. Facilitate the implementation of the building’s fire and safety plan, assist in emergency or evacuation procedures, and complete required fire safety training.

Professional Standards

• Comply with all company policies and procedures.
• Demonstrate strong organizational skills and the ability to prioritize tasks effectively.
• Contribute to a positive, collaborative, and professional workplace culture.
• Other duties as required.

Qualifications / Skills:

• Education in, or working towards an Administrative Designation is a desired qualification
• Three (3) years’ experience working as a receptionist or an administrator at a law firm is required
• Sound communication skills, both written and verbal
• Strong interpersonal skills and ability to work collaboratively in a team environment
• Organized and meticulous capacity with strong attention to follow-up and detail
• Ability to take the initiative, prioritize and multitask
• Proficient in MS Word, Excel, Outlook, Adobe, MS Teams]
• Experience working with Legal Accounting software (Unity) is a bonus
• Ability to work overtime on occasion and as required
• In office attendance everyday during business hours

Legal Administrative Assistant (Vancouver)

We are always interested in connecting with talented, client-focused legal administrative professionals who are passionate about family law and providing exceptional support. While we are not currently hiring, we are always looking for skilled individuals to join our growing team in Vancouver.

If you are interested in being considered for future opportunities with our firm, below is a summary of the typical responsibilities for this role:

• Daily time postings, monthly billings to clients and A/R collections
• Filing, file maintenance and calendar diarizations, and incoming/outgoing mail
• Scheduling appointments, sending video meeting links
• Ability to organize and prioritize work
• Fielding client inquiries via telephone contact/management
• Preliminary drafting and/or transcription of correspondence and legal documents
• Understanding of legal procedures in the family law area
• Document filings and court calendar management
• Other administrative duties as required

Requirements:

• 4+ years’ experience working as a legal assistant. Experience in family law is not necessary but would be an asset.
• Strong communication skills, both written and verbal.
• Flexibility and adaptability in an ever-changing and growing workplace.
• Exceptional interpersonal skills and ability to work collaboratively in a team environment.
• Organized and meticulous with follow-up and detail.
• Ability to take the initiative, prioritize and multitask.
• Proficient in MS Word, Excel, Outlook, Adobe, and Unity (EsiLaw).
• Ability to work overtime on occasion.