Office Administrator (In-Office role)

ZSA Legal Recruitment; Toronto; On-site; CAD 100,000 - 120,000; Full time

Benefits offered by this job

Excellent salary and benefits

Matching RRSP program

Friendly supportive working env

Fun staff social events

Professional growth

Downtown Toronto location

Job summary

ZSA Legal Recruitment Limited in Toronto is seeking an experienced Office Administrator with 5+ years in legal or professional services environments to oversee day-to-day operations, client reception, and firm-wide administration. The role coordinates IT/vendor support, onboarding, and events, while ensuring confidentiality and high professional standards.

The position offers a downtown Toronto workplace, an excellent salary with benefits, RRSP matching, and opportunities for professional

Qualifications

• 5+ years of experience in office administration or law firm operations.
• Experience managing reception and client service standards.
• Experience coordinating firm events, CPD sessions, and vendor management.

Responsibilities

• Oversee the firm's day-to-day office operations to ensure an efficient workflow and professional standards.
• Manage office supplies, furniture, equipment, and cost control.
• Maintain filing systems in accordance with confidentiality requirements.
• Support accounts payable and coordination with accounting as required.
• Act as liaison with IT and software vendors; coordinate system upgrades and support.
• Assist onboarding of new hires with workstation setup and access to systems.
• Support internal meetings, staff trainings, and firm-wide initiatives.
• Maintain memberships and subscriptions with timely renewals.

Skills

Office administration

Client service

Reception oversight

Education

Bachelor's degree or equivalent

Job description

Toronto | 5 + years

Some Key Duties & Responsibilities include but not limited to:

Office Administration:

• Oversee the firm's day-to-day office operations to ensure an efficient workflow, high professional standards, and a well-organized work environment.


• Manage office supplies, furniture, equipment, and vendor service contracts, including ordering, renewals, and cost control.


• Maintain well-organized physical and electronic filing systems in accordance with Law Society record-keeping and confidentiality requirements.


• Support accounts payable functions, including invoice and coordination with accounting as required.


• Act as the primary liaison with IT service provider and legal software vendors.


• Coordinate troubleshooting, upgrades, and ongoing system support.


• Assist with onboarding new hires by coordinating workstation setup, computer access, email, and legal software access.


• Assist in coordinating internal CPD sessions, staff meetings, and firm-wide training initiatives.


• Maintain firm memberships, subscriptions, professional affiliations, ensuring timely renewals and accurate records.

Client Service & Reception Oversight:

• Oversee reception and the records department to ensure a professional, welcoming, and client-focused environment.


• Ensure consistent client service standards are maintained by reception and administrative staff.


• Handle sensitive or escalated client inquiries with discretion, professionalism, and confidentiality.


• Coordinate meeting rooms, client appointments, and internal and external firm events, ensuring appropriate setup and support.

Firm Support & Leadership Assistance:

• Provide ongoing support and guidance to administrative and support staff, promoting collaboration, accountability, and best practices.


• Assist partners and firm management with operational, administrative, and strategic projects as required.


• Support firm initiatives and special events, ensuring timely execution and alignment with firm objectives.


• Contribute to continuous improvement of office procedures, workflows, and administrative systems.

What they offer:

• Excellent salary and benefits


• Matching RRSP program. They match up to 3 percent of your salary


• A friendly supportive working environment


• Fun staff social events


• An environment wherein everyone's professional growth is encouraged and celebrated


• A convenient downtown Toronto location

Salary Range: $100,000 - $120,000

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate's relevant knowledge, skills, and experience.

The recruiting efforts for this role are intended to fill a vacant position.

Tagged as: Intermediate, Private Practice