Administrative Assistant - Ottawa, Canada - Borden Ladner Gervais LLP

Borden Ladner Gervais LLP

Verified Company

Ottawa, 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 Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required.

Filing, copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day.

The Administrative Assistant is accountable for establishing and maintaining an ongoing service based relationship with the team. This role will be filled on a contract basis filling in for a leave of absence.

Key Responsibilities

Administration and File Management

Undertake large and small copying requests, scanning, binding and finishing copied work (working with the Business Centre as applicable)
Receive and process file management requests
Create new files on the system
Open new file folders and label accordingly
Return or add documents to existing client files
Work with the practice management system to log and record documents
Handle and administer closed files as requested
Undertake all file management and file housekeeping procedures to ensure filing constantly up to date
Understand, identify and process all principle documents within files
Undertake all file closing procedures
Process archive retrieval requests
Maintain all filing and work areas in a tidy and orderly manner
Assist with KYC and conflict checking procedures in accordance with the firm's procedures
Keep a record of time spent on various administrative tasks for internal purposes
Any other duties as requested by the business

Customer Service

Deal with any Lawyer and Practice Assistant (PA) enquiries in a prompt and efficient manner
Communicate and liaise with Lawyers and PAs on file management issues
Consistently and appropriately update the team on progress where appropriate
Work with team to offer assistance wherever possible

Key Competencies

Post-Secondary Law Clerk, Paralegal or Legal Administration diploma
12 years' experience in Customer Service and/or Administration
Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
Ability to take initiative
Flexible and enthusiastic selfstarter
Strong organization and multitasking skills
Strong oral and written communication skills
Excellent interpersonal skills
Strong teamwork skills
Ability to work under pressure and meet deadlines
Sound knowledge of support services
A desire to continuously improve skills
A strong focus on ensuring the highest levels of client service standards are delivered and maintained