Office Administrator

Shulman & Partners LLP; Toronto; On-site; CAD 60,000 - 65,000; Full time

Benefits offered by this job

Professional learning

Extended health, dental, and mental健康

Paid time off

Calm app subscription

Gym discount

Job summary

Shulman & Partners LLP in Toronto is seeking an organized Office Administrator to serve as the operational anchor of the Toronto office. This fixed-term role covers a leave of absence with the possibility of extension and reports to HR Manager.

You will greet clients, manage front desk, mail, supplies, events, and support HR, IT, marketing and firm projects. The role demands pro-activity, reliability, strong communication, and the ability to multitask in a fast-paced professional services

Qualifications

• 2+ years of hands-on experience in an office administration, reception, or coordinator role in a professional services environment.
• Strong written and verbal communication skills with a warm, professional presence with clients and colleagues.
• Comfortable managing multiple priorities and deadlines without losing track of details.
• Discretion and sound judgment, including knowing when to elevate rather than proceed independently.

Responsibilities

• Reception & client experience: be the first point of contact for clients and visitors; manage front desk, phones, and common areas to reflect professionalism and warmth.
• Mail, courier & deliveries: receive, distribute, and coordinate mail, deliveries, and courier services, and handle file retrieval as needed.
• Office operations & supplies: keep office stocked and organized, manage snacks, lunches, supplies, vendors, meeting room setup, and equipment issues; administer building access.
• Team member experience: support recognition, onboarding/offboarding logistics, and internal events.
• External event logistics: assist with logistics of firm participation in external events and employer brand initiatives.

Job description

Type: Full-time, Fixed-Term Contract, with the possibility of extension

Compensation Range: $60,000 to $65,000 CAD base salary, commensurate with experience

Reporting To: HR Manager

Start Date: Immediate. We are moving quickly on this role.

About Us

Shulman & Partners LLP is a high-performing, human-centered family law firm with offices in Toronto and Ottawa, driven by a singular vision: Do Good, Make an Impact.

We are a firm with a result-oriented team and a culture based on pro-activity, professional integrity, and the utmost commitment to our clients. We believe good ideas come from challenging each other's thinking. Feedback is part of how we improve, and upholding high standards is how we grow.

About the Role

We are looking for an organized, proactive Office Administrator to be the operational anchor of our Toronto office. This is a fixed-term role covering a leave of absence, with the possibility of extension based on firm needs.

You are the first point of contact for clients, visitors, and team members, and the person who makes sure the day-to-day of the office runs smoothly and with care. This is an execution-focused role: you do not wait to be told what needs doing, you notice it and handle it.

Beyond the day-to-day, you support engagement initiatives, assist with the logistics of internal and external events, and pitch in on HR, IT, Marketing, and firm-wide projects outside your core scope when the team needs it, in the spirit of One Team, One Firm.

We care about you being tightly aligned with how we operate:

• You hold yourself and your work to a very high bar; small mistakes are not something you let slide.
• You take ownership without being asked. If something needs attention, you flag it or fix it before anyone has to ask.
• You stay curious past the first answer. If something does not look right, you dig until you understand why, rather than moving on.
• You use good judgment, and you know when to act on your own and when to check with someone else, especially when the stakes are high.
• You are a self-starter, comfortable in the details, and able to manage multiple priorities at once without dropping anything.
• You are a team player. You pitch in when someone else is stretched thin, and you expect the same in return.
• You take feedback well and are always looking to sharpen your skills.

What You Will Own

• Reception & Client Experience: Be the first point of contact for clients and visitors, and manage the front desk, phones, and common areas so every interaction reflects the firm's professionalism and warmth.
• Mail, Courier & Deliveries Handling: Receive, distribute, and coordinate incoming and outgoing mail, deliveries, and courier services, accurately and on time, and handle file retrieval as needed.
• Office Operations & Supplies: Keep all parts of the office stocked, clean, organized, and running, from snacks and lunch orders to supplies, vendors, meeting room setup, and equipment issues. Administer building and fob access for team members, clients, and service providers.
• Team Member Experience Support: Support recognition moments, onboarding and offboarding logistics, and internal events, so the office feels like a place that notices and celebrates its people.
• External Event Logistics: Assist with the logistics of firm participation in external events and employer brand initiatives, under the direction of your manager.

Scope of This Role

This is a fixed-term position. The end date will be confirmed in the employment agreement, and the term may be extended by mutual agreement. This role does not include reviewing, assessing, or making judgment calls on the contents of legal documents, or accepting service or signing legal documents on behalf of a lawyer. If a request falls outside this scope, you bring it to your manager rather than proceeding independently.

Qualifications

• 2+ years of hands-on experience in an office administration, reception, or coordinator role, ideally in a professional services environment.
• Strong written and verbal communication skills, and a warm, professional presence with clients and colleagues.
• Comfortable managing multiple priorities and deadlines without losing track of details.
• Discretion and sound judgment, including knowing when to elevate rather than proceed independently.
• We hire for character, reliability, and the ability to learn quickly, more than credentials alone.

What We Offer

• Professional learning and development opportunities.
• Extended health, dental, and mental health benefits, subject to plan eligibility requirements.
• Paid time off in accordance with firm policy and the Employment Standards Act, 2000.
• Calm app subscription, gym discount, and other perks.
• Compensation based on the experience, judgment, and independence you bring to the role.

Shulman & Partners LLP uses artificial intelligence (AI) to screen, assess, and/or select candidates during the recruitment process for this position. AI tools may be used during interviews for note-taking purposes only. All hiring decisions are made by humans.