Front Desk and Intake Coordinator

Socket.dev; Toronto; On-site; CAD 45,000 - 53,000; Full time

Benefits offered by this job

Competitive salary

RRSP matching

Wellness programs

Mentorship and advancement

Job summary

Green and Spiegel, Canada’s leading immigration law firm, seeks a Front Desk and Intake Coordinator to be the central client contact and support the team in administrative duties. The role reports to the Chief Operating Officer and requires exceptional customer service and attention to detail.

With a diverse team serving clients in about 30 languages, you will handle front desk tasks, triage calls, assist with file closures, and coordinate office duties while maintaining a professional 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.

Responsibilities

• Greet clients upon arrival and address basic inquiries.
• Triag e telephone calls and fax messages to appropriate individuals.
• Monitor staff presence to direct telephone traffic efficiently.
• Handle and administer all client file closures.
• Kitchen duties including setup for and cleanup of meetings, and loading dishwashers.
• Ensure proper maintenance of office space and liaise with property management.
• Organize courier arrangements and other clerical duties.
• Assist with updates and notifications through the IRCC portal.

Skills

Customer service

Interpersonal skills

Attention to detail

Organizational skills

MS Office

Tools

MS Office

Job description

Green and Spiegel, Canada’s preeminent immigration law firm, sets the gold standard in the highly specialized area of immigration law. With a team of 120 talented individuals, the firm guarantees that each and every client receives top notch service. Given the breadth and depth of expertise at Green and Spiegel, there is no case too complicated or too large for the firm to handle. The firm reflects the diversity of the clients they serve and can provide services in approximately 30 languages. Knowing that you have a significant role in helping people at a critical point in their lives, makes working at Green and Spiegel a very exciting and rewarding place to work. Come join the team!

We are seeking a Front Desk and Intake Coordinator to join our team of dynamic, diverse and experienced immigration professionals. The Front Desk and Intake Coordinator plays a key support role at the Firm, acting as the central point of contact for clients and third parties, as well as working internally to support the team in various administrative duties. This individual must have exceptional customer service abilities and a strong attention to detail in order to be successful in this role. This role works closely with the Office Services team and reports to the Chief Operating Officer.

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
• Organizing courier arrangements
• 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

In accordance with the OntarioEmployment Standards Act, 2000, as amended, we disclose that our recruitment process does NOTuse 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.