Client Intake and Administrative Assistant

Heron Law Offices; Burnaby; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading law firm in Burnaby seeks a Client Intake and Administrative Assistant. The role involves being the first point of contact for clients, managing inquiries, and supporting administrative tasks. Ideal candidates will have strong communication skills and a diploma in legal administration. The firm offers a dynamic work environment with opportunities for growth and development.

Benefits

Extended health benefits after 6 months

Performance-based bonus opportunity

Qualifications

• Minimum 1 year experience in customer service and office administration.
• Diploma or certificate in legal/office administration or equivalent training.

Responsibilities

• Greet clients and manage inquiries via email/phone.
• Schedule consultations and handle intake processes.
• Support with drafting retainer agreements and administrative tasks.

Skills

Communication

Organization

Problem Solving

Customer Service

Education

Diploma in Legal/Office Administration

Job description

Client Intake and Administrative Assistant

Client Intake and Administrative Assistant

Direct message the job poster from Heron Law Offices

Canadian Immigration & Admin Lawyer | Complex Litigation Focus | Founder, Heron Law | Writer, Media Commentator & Policy Analyst | UBC LLM Student…

Hours: In-Person Full-time (37.5 hrs/week), Mon–Fri, 8:30 AM – 4:30 PM

ABOUT US:

We’re a fast-paced, forward-thinking, and client-focused boutique law firm based in Burnaby, B.C., with a reach that goes far beyond Canada’s borders. We focus on immigration, refugee, and administrative law, and we’re all about challenging the status quo to fight for fairness, justice, and transparency.

Our work gets noticed—we’re often called on by government decision-makers, judges, media, and community organizations. We’re also at the forefront of exploring how AI is changing immigration and public decision-making. In 2025, we were named one of Canada’s Best Law Firms, earning top national and regional rankings in Canadian immigration law.

ABOUT THE ROLE:

This is a front-facing, client-focused role. You’ll be the first point of contact for many of our clients—chatting with them over the phone, through email, or in person. You’ll help guide them through the intake process and match them with the right lawyer based on their needs. You’ll also support the team with general administrative tasks like drafting retainer agreements and filling out forms. You will work with a team of legal assistants/case managers and lawyers.

What You’ll Do:

The successful candidate will be expected to perform various duties, including but not limited to:

• Greet clients at the office and manage email/phone inquiries
• Schedule consultations and handle intake (manual + auto bookings) in a timely manner
• Manage firm communications for current clients including incoming calls, voicemails, and emails
• Direct client inquiries and communicate effectively with lawyers and staff to address client needs
• Prepare and submit ATIP requests and consent forms
• Draft emails, routine letters, and retainer agreements
• Open/close client files and prepare consultation invoices
• Coordinate meetings and conference calls
• Arrange couriers and manage client/firm mails
• Track and prioritize tasks and deadlines
• Support with planning firm social events
• Support lawyers with file organization and timelines
• Other admin tasks as needed

Who You Are:

• You have a diploma or certificate in legal/office administration (or equivalent training) or higher
• You have worked at least 1 year in customer service and office administration
• Bonus: You have previous experience working as an administrative assistant in a law firm

Skills & Strengths:

• Friendly, empathetic, and a great communicator
• Highly organized and detail-oriented, ensuring accuracy, clarity, and completeness in all tasks
• Quick learner and strong problem-solver
• Can juggle multiple priorities in a fast-paced environment
• Can work under pressure and manage competing deadlines
• Excellent customer service skills and a proactive work ethic
• Proactive, collaborative, and accountable
• Strong team player who collaborates well with others

REMUNERATION AND BENEFITS:

• Salary range: CDN $45,000 – CDN $55,000/year commensurate with experience
• Extended health benefits after 6 months
• Performance-based bonus opportunity

Deadline to Apply: June 15, 2025

How to Apply:

Email [e-mail] with:

• Your resume

Subject line:LAST NAME – Client Intake and Admin Assistant Position Job Application – HLO

Applications will be reviewed on a rolling basis.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Law Practice

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