Office Assistant

Loopstra Nixon LLP; Toronto; On-site; CAD 45,000 - 55,000; Full time

Benefits offered by this job

Comprehensive health and dental benefit

Health Care Spending Account

Professional development and education

Wellness and employee engagement

Job summary

Loopstra Nixon LLP is seeking a proactive, organized Office Assistant to support the daily operational needs of our Downtown Toronto office. This role suits someone who stays active, creates a welcoming workplace, and thrives in a collaborative team.

Hours: Mon–Fri, 9:00 a.m.–5:00 p.m. This on-site role offers a competitive package and opportunities for professional development within a reputable legal practice.

Qualifications

• Previous experience in an office assistant, administrative, hospitality, or client service role is preferred.
• Strong organizational and time management skills for a fast-paced environment.
• Excellent verbal and written communication skills.
• Customer service-focused with a professional, approachable attitude.
• Ability to work independently, take initiative, and solve problems with minimal supervision.
• Ability to maintain professionalism and confidentiality.
• Comfortable using office technology, including printers, scanners, and other software.
• Ability to lift up to 30 lbs and move around the office, including stairs.
• Smart Serve certification or willingness to obtain.

Responsibilities

• Maintain clean, organized kitchens, client areas, and common spaces.
• Ensure spaces are welcoming and fully stocked for clients and staff.
• Manage office and mailroom supplies and restock as needed.
• Coordinate building maintenance requests with property management.
• Organize workstations and prepare spaces for new employees.
• Assist lawyers and staff with scanning, binding, filing, and other admin tasks.
• Prepare and manage courier shipments.
• Support projects and report issues to the Office Services Manager.
• Provide reception coverage during lunch and vacations, and welcome visitors.

Skills

Office experience

Organizational skills

Communication skills

Customer service

Independence & initiative

Confidentiality

Office technology

Physical ability

Smart Serve certification

Tools

Microsoft Office

Job description

Loopstra Nixon LLP is seeking a proactive, organized, and service-oriented Office Assistant to support the daily operational needs of our Downtown Toronto office.

This role is ideal for someone who enjoys staying active throughout the day, takes pride in creating an organized and welcoming workplace, and thrives in a collaborative team environment. As a key member of our Office Services team, you will help ensure our lawyers, staff, clients, and visitors receive exceptional service every day.

Hours: Monday to Friday, 9:00 a.m. – 5:00 p.m.

Status: Full-time, On-site

What You Will Be Doing

Office Operations

• Maintain clean, organized, and well-stocked kitchens, coffee stations, client areas, printer stations, fridges, and dishwashers.
• Ensure client-facing spaces are consistently clean, welcoming, and fully stocked.
• Maintain inventory of office and mailroom supplies, placing orders and restocking as needed.
• Coordinate building maintenance requests with property management.
• Organize workstations and offices and assist with preparing workspaces for new employees.

Administrative Support

• Assist lawyers, law clerks, and other team members with scanning, binding, filing, document organization, and other administrative requests.
• Prepare and manage courier shipments.
• Support operational and administrative projects as assigned.
• Keep the Office Services Manager informed of operational issues or workplace concerns and recommend practical solutions where appropriate.

Reception & Client Service

• Provide scheduled daily reception coverage during lunch hours and complete reception closing duties.
• Serve as the primary backup receptionist, providing full-day reception coverage during absences, vacations, and peak periods.
• Deliver professional, courteous service to clients, visitors, and colleagues while maintaining a welcoming reception area.

Meetings & Events

• Coordinate catering for meetings and events.
• Support firm and client events, including occasional events outside regular business hours.

Other Responsibilities

• Perform other duties as assigned.

Qualifications

• Previous experience in an office assistant, administrative, hospitality, or client service role is preferred.
• Strong organizational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Customer service-focused with a professional, approachable, and positive attitude.
• Demonstrated ability to work independently, take initiative, anticipate needs, and solve problems with minimal supervision.
• Ability to maintain a high level of professionalism and confidentiality.
• Comfortable using office technology, including multifunction printers, scanners, Microsoft Office, and other office software.
• Ability to lift up to 30 lbs. when required and regularly move throughout the office, including using stairs multiple times each day.
• Smart Serve certification, or willingness to obtain certification, to assist with firm events.

Compensation & Benefits

Loopstra Nixon LLP offers a competitive and comprehensive total rewards package, including:

• Salary range of $45,000 - $55,000 CAD, commensurate with experience.
• Comprehensive health and dental benefits.
• Health Care Spending Account.
• Professional development and education assistance.
• Wellness and employee engagement programs.

Additional Information

• This posting is for an existing vacancy.
• We do not use artificial intelligence (AI) to screen or assess candidates during our recruitment process.

Loopstra Nixon is an equal opportunity employer committed to fostering an inclusive, equitable, and accessible environment. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, we are dedicated to providing accommodations throughout the recruitment process. If you require any accommodations, please notify us, and we will work with you, to meet your needs.