Experienced Law Firm Administrator

Posted 2 days ago

Law Firm Administrator - 5 to 7 years of Experience Required. Must be able to work in Calgary office.

Our ideal candidate must have a minimum of 5 to 7 years of Law Firm Administration Experience and is used to working with law firm owners to implement and execute. Must also be able to deal with confidential information professionally and be trustworthy. We are looking for a top-performing Law Firm Administrator to help get things done right.

You have:

• Outstanding organizational and calendar scheduling skills
• Some bookkeeping experience or knowledge (we have an external bookkeeper and accountant)
• Excellent technology skills and ability to learn new technology and processes quickly
• Superior communication skills both verbal and written
• Strong writing and client management skills
• A track record of accurate detailed work product
• An energetic and enthusiastic personality
• A great attitude and are focused on team success
• The ability to multi-task and work under pressure and remain calm and focused
• The desire to develop new skills and put them to practice every day
• Must understand Law Firm Requirements and Obligations
• An optimistic get-it-done approach to challenges
• Proficiency in Word, Outlook, PowerPoint, and Excel
• Someone who sees this opportunity as a calling and a profession - not just a job
• Must have integrity and outstanding character

Responsibilities:

• Ensure billing, accounts, and collections are attended to in a timely manner
• Assure firm and client payables are processed and receivables collected
• Manage petty cash reconciliations
• Review cash flow report weekly with the managing lawyer
• Review monthly firm financial reports and discuss with the managing lawyer
• Run Payroll for the firm and manage benefits
• Review Key Performance Indicators for all staff to ensure optimum performance and accountability
• Facilitate the day-to-day operations of the law firm and oversee operations
• Implement and maintain procedures/office administrative systems

Human Resources:

• Maintain staff records for vacation, sick time, overtime, leaves, etc.
• Update employee, staff employment, and procedures manuals and facilitate the implementation of the same
• Assist with the recruitment, interviewing, hiring, firing, reviews, benefits, on and offboarding
• Assist with employee retention by sustaining an open and honest culture where stated and implied needs are addressed and resolved
• Plan team-building or appreciation events for staff and client functions

Facilities Management:

• Work with suppliers regarding negotiating discounts and cost-savings, purchase or lease of office equipment, and maintenance and service contracts
• Purchase and maintain office furniture and fixtures, ordering stationery supplies, toner products, and kitchen supplies
• Liaise with suppliers and vendors for such items as document management, janitorial and cleaning services
• Maintain and implement a disaster-preparedness plan to minimize loss of information and disruption of client services

Training and Education:

• Maintain memberships of lawyers in various organizations
• Registration of staff and lawyer’s participation in continuing education
• Revise and complete procedures, policies, and office systems

Information Technology:

• Work in-house or with outsourced experts to purchase, lease, and maintain computers, programs, servers, off-site backups, cell phones, and all other equipment required for the efficient operation of the firm
• Schedule service and upgrades to equipment and programs
• Deal with any crisis that may arise including power outages, corrupt programs
• Train staff and lawyers on the equipment and programs

Qualifications:

• Demonstrate excellent organizational, time management, and problem-solving abilities
• Demonstrate superior oral and written communication skills
• Demonstrate keen attention to detail, with an ability to effectively manage constraints and competing priorities
• Demonstrate the ability to complete multiple tasks on initiatives of varying complexity
• Demonstrate the ability to take on new challenges and develop skills
• Ability to work cooperatively in a supportive team atmosphere
• Proficiency in Word, Outlook, PowerPoint, and Excel - CLIO Manage would be an asset
• Working independently while reporting directly to the managing lawyer
• Outstanding organizational and calendar scheduling skills
• Superior communication skills both verbal and written
• Strong writing and client management skills
• A track record of accurate detailed work product
• An energetic and enthusiastic personality
• A great attitude and focused on team success
• The ability to multi-task and work under pressure
• The desire to develop new skills and put them into practice
• An optimistic get-it-done approach to challenges and opportunities

Compensation:

$60,000 - $80,000 yearly

About Ackah Business Immigration Law:

We are a progressive boutique law firm that specializes in Canadian and US immigration law and we are based in Calgary, Alberta. We focus on teamwork, collegiality, and celebrations of success in the workplace. We offer an engaging atmosphere with opportunities for mentorship, skills development, and advancement. We represent multinational corporations, individuals, and families to assist with a full range of immigration applications for individuals and corporations.

We help Canadian and U.S. professionals and families cross borders seamlessly. Clients tell us repeatedly that we provide a higher level of service, responsiveness, attention to detail, and immigration expertise than they have experienced elsewhere. We pride ourselves on our client-focused service.

We have tightly-created systems that we value and continue to hone to improve, and we expect everyone to work within them.