About The Firm
Our client is a well-established mid-size law firm in Vaughan with a strong reputation and an expanding practice. The firm is known for its collaborative culture, supportive leadership, and commitment to excellence.
Position Overview
The firm is seeking a professional and dependable Legal Receptionist to join their team in Vaughan. Serving as the primary ambassador for the firm, this role manages front-of-house operations while providing essential administrative and office support. The ideal candidate brings exceptional client-service instincts, strong organizational abilities, and proactive initiative to ensure reception, client meeting spaces, and daily office workflows operate seamlessly.
Key Responsibilities
- Front-of-House Concierge: Warmly greet clients, visitors, couriers, and maintain a welcoming, professional reception environment.
- Switchboard & Call Management: Answer, screen, and route incoming multi-line telephone inquiries promptly, taking detailed messages and directing calls to lawyers and legal assistants.
- Boardroom & Meeting Coordination: Manage the firm's master boardroom schedule; prepare meeting rooms before client signings, discoveries, or mediations; ensure presentation technology is ready; and reset rooms immediately afterward.
- Mail & Courier Operations: Process, log, and distribute all incoming and outgoing mail, legal documents, process servers, and time-sensitive courier deliveries.
- Office & Facilities Administration: Monitor and replenish kitchen and office supplies, maintain inventory levels, liaise with building property management and office equipment vendors, and keep common areas tidy and presentable.
- Clerical Support: Assist practice groups with light administrative overflow, including scanning, photocopying, basic document formatting, and assembling client packages as required.
Core Competencies
- Professional Discretion: Presents an executive image with an ability to handle confidential legal matters with tact and confidentiality.
- Proactivity & Attention to Detail: Anticipates meeting needs, notices organizational gaps
- Exceptional Communication: Professional and responsive in both verbal and written interactions with clients, partners, and external vendors.
- Reliability & Multitasking: Capable of balancing greeting guests, managing ringing lines, and completing administrative tasks smoothly in a busy office setting.
Qualifications
- Minimum 3+ years of reception or administrative support experience, preferably within a law firm, professional services, or corporate office environment
- Post-secondary diploma in Office Administration, Legal Administration, or a related discipline is considered an asset
- Experience with multi-line phone systems and conference room booking procedures
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel) and general office equipment (scanners, copiers)
- High degree of dependability, punctuality, and professionalism
Why This Opportunity
- Join a reputable mid-size law firm with a collaborative, respectful, and supportive culture
- Be a central, valued contributor to the day-to-day operations of an expanding legal practice
- Work in a modern, professional Vaughan office location with accessible parking
