Front Desk and Intake Coordinator

Green and Spiegel LLP; Toronto; On-site; CAD 45,000 - 53,000; Full time

Benefits offered by this job

Competitive salary

RRSP matching program

Comprehensive benefits package

Wellness programs and staff events

Recognition programs

Job summary

Green and Spiegel LLP is seeking a front desk/administrative assistant to greet clients, manage inquiries, and coordinate calls and messages in a fast-paced immigration law environment. The role emphasizes exceptional customer service, organization, and professional representation of the firm.

The successful candidate will have at least one year of experience in a similar role, strong English communication, and proficiency in MS Office.

Qualifications

• Minimum of one year experience in a similar front desk/client service role.
• Proficient in English; additional languages are an asset.
• Excellent interpersonal and communication skills.
• Strong attention to detail and organizational abilities.
• Ability to work in a high-volume environment.
• Proficiency in MS Office.

Responsibilities

• Greet clients on arrival and address basic inquiries and concerns.
• Provide exceptional customer service and manage client expectations.
• Triaging telephone calls and fax messages to appropriate staff.
• Greet third parties and represent the Firm in a professional manner.
• Monitor office presence to direct telephone traffic efficiently.
• Maintain tidy and presentable reception area.

Skills

Interpersonal skills

Communication skills

MS Office

English proficiency

High-volume environment

Tools

MS Office

Job description

KEY DUTIES AND RESPONSIBILITIES:

Customer Service and Front Desk

• Greeting clients upon arrival and addressing basic client inquiries and concerns
• Providing an overall exceptional customer service experience, focusing on meeting and exceeding client expectations
• Triaging telephone calls and fax messages to the appropriate individuals
• Greeting third parties upon entry, representing the Firm in a professional and friendly manner
• Monitoring which staff are present in the office at which times to assist in efficiently directing telephone traffic
• Ensuring reception area is tidy and presentable to clients and visitors

Other Duties

• Handle and administer all client file closures
• Kitchen duties including setup for and cleanup of meetings, and the loading of dishwashers
• Ensuring proper maintenance of office space
• Liaising with the property management regarding building issues
• Responsible for various other general administrative duties, including data entry, printing of documents and other clerical duties that may be assigned.
• Assists with monitoring and directing updates and notifications through the IRCC portal

SKILLS AND QUALIFICATIONS:

• Minimum of one year experience in a similar role
• Must be proficient in English. Proficiency in other languages an asset
• Excellent interpersonal and communication skills
• Strong attention to detail and organizational abilities
• Ability to work in a high-volume environment
• Proficiency in MS Office

WHAT THE FIRM HAS TO OFFER YOU:

Green and Spiegel embodies the "work hard, play hard" mentality. It's no secret that people in high spirits tend to produce great work. We understand the challenges that come with a fast-paced work environment - we highly value work/life balance at Green and Spiegel and encourage our employees to do the same. Our firm offers many perks including:

• Collaborative and collegial culture
• Competitive salary, comprehensive benefits package, and RRSP matching program
• Wellness and social perks including peer-to-peer and firm-wide recognition programs, monthly birthday celebrations, wellness sessions, staff appreciation week, etc.
• Diverse work with lots of autonomy
• Mentorship and room for advancement and learning
• Exposure to Canada's largest and oldest immigration law firm!

Green and Spiegel reports salary ranges in accordance with applicable provincial pay transparency legislation. Individual salaries within the anticipated salary ranges noted below are determined through a wide variety of factors including but not limited to internal equity, education, relevant experience, knowledge, and applicable skill sets.

• $45,000 - $ 53,000 per year

This job posting is for an existing vacancy. In accordance with the Ontario Employment Standards Act, 2000, as amended, we disclose that our recruitment process does NOT use artificial intelligence (AI) tools. All hiring decisions are made by our hiring team.

Green and Spiegel LLP is committed to building a diverse workforce representative of the communities we serve. We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. Accommodation will be provided in LLP's accessibility policies and procedures. Applicants must make their accommodation needs known upon requests for interviews.