Office Services Assistant/Receptionist

Starr Underwriting; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading law firm in Calgary is seeking an Office Services Assistant/Receptionist to provide administrative support, manage office supplies, and assist with reception duties. The ideal candidate will have strong communication skills and a keen attention to detail, alongside a flexible schedule. This role offers a competitive salary, wellness allowance, and opportunities for professional development.

Benefits

Wellness allowance for fitness expenses

Annual education/tuition allowance

Flexible health and dental coverage

Long-term disability insurance

Employee assistance program

Qualifications

• Up to 1 year of administrative and customer service experience is an asset.
• Ability to lift/move items up to 50 lbs.
• Flexibility to work between 7:45 am to 5 pm, with overtime as needed.

Responsibilities

• Sort and deliver incoming mail and process outgoing mail.
• Provide reception relief: booking boardrooms and answering the switchboard.
• Assist with meeting setup and cleanup for events.

Skills

Strong communication skills

Attention to detail

Proficiency in MS Office

Job description

Why join us?

Whitelaw Twining is a highly successful multi-disciplinary firm focusing on litigation, with offices in Vancouver, Calgary, and Toronto, offering a full range of legal expertise. In 2022, we expanded our opportunities by joining the DWF Group, a global provider of integrated legal and business services.

We are an innovative and passionate team, fostering a professional, supportive, and engaging environment. Since inception, we have gone beyond standard litigation to find progressive, creative solutions for our clients.

Whitelaw Twining prides itself on a professional work environment that encourages team and social interaction. We believe people work best in a collegial atmosphere where they are empowered to build their careers and contribute positively.

We are seeking an Office Services Assistant/Receptionist for our Calgary office.

This role is ideal for an ambitious professional with 1-2 years of administrative and customer service experience. The successful candidate will excel in building positive relationships, have a keen eye for detail, and demonstrate professionalism and excellent client service skills.

Responsibilities

1. Sort and deliver incoming mail, faxes, courier items; process outgoing mail, including registered mail.
2. Handle bank deposits.
3. Provide reception relief: booking boardrooms, answering the switchboard, greeting visitors, and providing coverage during breaks, lunches, and absences.
4. Assist with reception duties such as monitoring shared inbox and booking system.
5. Provide a positive first impression to visitors; greet clients and visitors, offer refreshments.
6. Assist with meeting setup and cleanup, including professional development events.
7. Coordinate vendors for office maintenance (excluding copiers) and building requests.
8. Handle large copy, scan, and print jobs.
9. Assist with new hire setup, updating floor plans and phone lists, and issuing access cards.
10. Assist with file closing, answer procedural questions, and manage off-site storage.
11. Operate photocopiers, printers, fax machines, and binding equipment; arrange service calls as needed.
12. Maintain cleanliness of reception areas, kitchens, coffee stations, and boardrooms; manage supplies.
13. Perform host duties, replenish snacks, load/unload dishwashers, and assist with firm events.
14. Keep workstations and common areas tidy.
15. Manage shredding collection for disposal.
16. Stock and monitor fruit and beverage fridges.
17. Manage office supplies inventory and maintenance.
18. Close and retrieve files for off-site storage.
19. Occasionally work overtime.
20. Assist with other projects as assigned.

Qualifications

• Up to 1 year of administrative and customer service experience is an asset.
• Strong communication skills.
• Proficiency in MS Office; familiarity with creating USBs, CDs, and file uploads.
• Excellent attention to detail and organization.
• Knowledge of office procedures.
• Professional communication style.
• Ability to prioritize and multitask.
• Ability to lift/move items up to 50 lbs.
• Ability to work independently and as part of a team.
• Legal office experience is an asset.
• Flexible schedule between 7:45 am to 5 pm, with overtime as needed.

What We Offer

We provide a competitive salary and benefits package, including:

• Wellness allowance for fitness expenses
• Annual education/tuition allowance
• Flexible health and dental coverage
• Long-term disability insurance
• Personal days
• Employee assistance program
• Referral incentives
• Casual Fridays

Our firm benefits include extended health, dental, LTD, disability insurance, wellbeing allowance, casual dress, early holiday finishes, and more.

About Us

Whitelaw Twining is part of DWF, a global legal and business services firm with over 4,000 employees worldwide. In Canada, we have offices in Toronto, Vancouver, Calgary, and Victoria, focusing on insurance, litigation, construction, bodily injury, and dispute resolution.

Despite our global presence, we maintain a close-knit, supportive environment, committed to mentoring and professional development, empowering our team to grow and contribute positively to the firm and community.