Practice Assistant, Environmental, Municipal - Toronto, Canada - Borden Ladner Gervais LLP

Borden Ladner Gervais LLP

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

We are

BLG:
Canada's Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development.

Learn more about us at

Borden Ladner Gervais LLP (BLG) a leading, innovative and client-focused law firm in Canada is seeking the following:
Purpose of the Role

The Practice Assistant, Environmental, Municipal, Expropriation & Regulatory, will be expected to coordinate the workflow for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work.

The Practice Assistant will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

Key Responsibilities

Administrative

Manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
Arrange for travel bookings and related details to be made through the support teams
Arrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.
Arrange for files to be opened and closed, supervise general filing requirements and record keeping
Use effective systems to ensure that both short and long term tasks are completed within required timescales
Support lawyers in marketing activities including involvement in preparation of pitches and presentations

Communication

Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
Liaise with administrative support departments on behalf of lawyers as required
Liaise with the department's Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers

Client Relationship Management

Become an active part in the care of clients and be wholly familiar with contacts/clients
Enter, maintain and update client details and relevant information in the Firm's CRM contacts system
Deal with basic client queries and general administration
Arrange client meetings

Document Production

Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
Produce and maintain Excel spreadsheets as required
Administer PrimaFact filing when required

Financial - Billing

Assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis
Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
Request cheques, bank transfers and paying in money received, as appropriate

Other

Responsibilities:

In addition to providing support to the lawyer(s) to whom he/she reports, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments
Team duties will therefore include:
Assisting other members of the firm, both proactively and at the request of the Team Leader
Any other duties as requested by the Lawyers or Team Leader

Key Competencies

A Practice Assistant has responsibility to ensure that his/her skill set is up to date and they are familiar with the firm's departments, key personnel, clients, internal systems and procedures.

This will ensure that the Practice Assistant is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the Team Leader.

In addition to this, he/she should have or be

Accurate typing speed of approximately 60 words per minute
Good knowledge of civil litigation practice and procedures, and the _Rules of Civil Procedure_
Knowledge of environmental, municipal, expropriation and regulatory procedures an asset
Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
Excellent telephone manner and competent knowledge of telephone system
Excellent communication, organizational and team skills
Excellent attention to detail
Ability to think ahead and use initiative
Flexible and dependable; able to take the initiative
Able to remain calm under pressure and work to tight deadlines
Conscientious, approachable and enthusiastic
Able to quickly build confidence, respect and trust with others
Have a p