Office Administrator

A full-service law firm located at 969 Eglinton Avenue West, Toronto is looking for a highly qualified and trustworthy Office Administrator for a full-time, permanent position.

The ideal candidate is highly organized and detail-oriented, playing a key role in improving workflow efficiency and enhancing the client experience.

In addition to proficiency in administrative duties, given the firm’s recent legal software migrations, experience with various file management systems, data migration, and auditing is essential.

A minimum of six months of experience with Cosmolex Practice Management and Accounting software is required, including data entry and audit, dashboard monitoring, file management, setup, template creation, troubleshooting, report generation as well as bank reconciliation and fund transfers.

Communication with clients is constant. Thus, excellent oral and written communication and great customer care are required.

Job Details:

• With some duties as a law clerk.
• Salary: $34.20 hourly / 30 hours per week.
• Start date: 2025-03-15.
• Benefits: Health benefits.
• Vacancies: 1 Vacancy.

Overview:

• Languages: Oral and written fluency in English (required).
• Education: College diploma or higher-level education in a relevant field; Legal studies in general.
• Experience: 1 year to less than 2 years.
• Work must be completed at the physical location. There is no option to work remotely.
• Work setting: Private sector.

Responsibilities:

• Review and evaluate new administrative procedures;
• Establish work priorities and ensure procedures are followed and deadlines are met;
• Carry out administrative activities of establishment;
• Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services;
• Assemble data and prepare periodic and special reports, manuals and correspondence;
• Perform data entry;
• Oversee and co-ordinate office administrative procedures;
• Oversee payroll administration;
• Plan and control budget and expenditures.

Job Requirements:

• Minimum of six months of experience with Cosmolex Practice Management and Accounting software, including data entry and audit, dashboard monitoring, file management, setup, template creation, troubleshooting, report generation, bank reconciliation and fund transfers.
• Experience with data migration between legal software platforms, particularly in identifying and resolving issues that arise during the transition between different systems. Proficiency or experience in PC Law is an asset.
• Experience as an office administrator in a law firm or equivalent experience.
• Strong understanding of the unique demands of the legal industry and Law Society of Ontario rules and standards.

Computer and Technology Knowledge:

• Experience with Google Workspace, including Gmail, Docs, Sheets, and Google Calendar.
• Experience with Google Drive for cloud-based file management, including document organization, filing, and housekeeping tasks.
• Accounting and Practice management software (CosmoLex, PC Law, ESI Law).
• Experience with MS Windows and MS Office package (MS Excel, MS Word, etc.)

Work Conditions and Physical Capabilities:

• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Large workload
• Efficient interpersonal skills
• Excellent oral and written communication
• Flexibility, Organized and Reliability
• Ability to multitask
• Time management
• Integrity
• Team player