Reception and Client Coordinator

Cassels Brock & Blackwell LLP; Toronto; On-site; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Extended health & dental

RRSP matching

Fitness reimbursement

Culture of inclusion

Wellness program

Kitchen with snacks and drinks

Business casual dress code

Employee referral bonus

Job summary

Cassels Brock & Blackwell LLP is a leading national law firm with offices in Toronto. The Toronto office seeks a Reception and Client Coordinator to support Facilities, Business, & Client Services, delivering high-quality front-desk service for visitors and internal clients.

Responsibilities include answering phones, greeting visitors, reserving rooms, setting up AV, and coordinating meetings and events. The role requires senior-level customer service and organizational prowess with a flexible,

Qualifications

• Courteous and professional telephone manner.
• Professional and diplomatic demeanour with a focus on the customer experience.
• Excellent organizational and time management skills to manage multiple activities and competing priorities.
• Excellent interpersonal and relationship-building skills with people at all levels.
• Strong written and spoken communications; active listening.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Previous experience in a law firm or corporate environment is an asset.
• CPR/First Aid certification is an asset but not required.

Responsibilities

• Operate a multi-line phone system and direct calls to the right person.
• Greet and announce visitor arrivals and maintain the visitor log.
• Enforce security and office protocols for visitors and vendors.
• Reserve meetings rooms and manage the daily schedule.
• Set up standard audio-video equipment and assist with meetings.
• Open/close the Reception area and maintain a tidy space.
• Provide back-up coverage for Client Centre Services as needed.
• Coordinate events and meetings on the conference floor.

Skills

Telephone etiquette

Customer service

Organizational skills

Interpersonal skills

Written & verbal communication

MS Office (Word, Excel, Outlook)

Adaptability under pressure

Team collaboration

Tools

MS Office

Job description

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

Our Culture

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

Role Overview:

Our Toronto office is currently seeking a Reception and Client Coordinator to join our Facilities, Business, & Client Services department, reporting to the Manager, Facilities, Business, and Client Services. The Reception and Client Coordinator plays an integral role in providing exceptional delivery of services in a professional and efficient manner that supports both the visitors and internal clients’ experience by answering the phone and greeting everyone in a prompt and professional manner. This person also performs various front desk duties including boardroom reservations and general administrative duties as needed. The Reception and Client Coordinator provides the highest level of client service, with direct responsibilities to ensure an elevated hospitality and customer service experience for our clients.

The successful candidate will be responsible for:

• Operating a multi-line phone system, handling all types of incoming external and internal calls and directing callers to the appropriate individual.
• Greeting and announcing visitor arrivals and maintaining the visitor log.
• Adhering and enforcing security and office protocols for visitors and vendors accessing our premises.
• Reserving meetings rooms using the online reservation system.
• Monitoring the daily meeting room schedule; assisting with last minute meeting requests and set-ups as required.
• Ensuring meeting rooms are maintained in ready to use condition throughout the day.
• Setting-up standard audio-video equipment and support meetings as required.
• Opening and/or closing the main Reception area.
• Maintaining the reception area in a clean and tidy condition.
• Providing back-up coverage within the Client Centre Services team when required.
• Liaising with the Facilities & Business Services Manager on facilities and maintenance-related issues.
• Working closely with client centre coordinator and train on some aspects of the role for back-up support.
• Participating as a member of the Emergency Response Team with training in CPR, First Aid.
• Overtime may be required for special events
• Consistently upholding the Client Centre service standards, demonstrating a commitment to excellence and embodying these standards in their daily work.
• Assisting with planning meetings to facilitate the organization and execution of events on the conference floor.
• Supporting all activities in the client centre, including greeting clients, arranging catering, booking boardrooms, setting up equipment and furniture, to ensure consistently high service standards.
• Aiding the Events Manager or Lead during special client functions by confirming meeting times, participant numbers, audiovisual materials, and room setup.
• Replenishing boardroom inventory on the Client Centre Floor as needed.
• Providing tours of the Conference Floor to both internal and external guests, explaining the features, capacities, configurations, and limitations of the space.
• Making sure all rooms are prepared according to business needs and client specifications.

The successful candidate must have the following education, experience and/or demonstrated skills:

• 15+ years previous experience in a law firm or corporate environment is an asset
• Courteous and professional telephone manner
• Professional and diplomatic demeanour with a focus on the customer experience
• Excellent organizational and time management skills to manage multiple activities and competing priorities.
• Excellent interpersonal, and relationship-building skills needed to form and maintain effective working relationships with people at all levels within the firm
• Strong oral and written communications skills, as well as effective listening skills
• Proficient computer skills in Microsoft Office Suites; Word, Excel, Outlook
• Previous experience in a law firm or in a corporate environment is an asset
• CPR, First Aid certification an asset, but not required
• Exceptional communication skills.
• Ability to work under pressure, be flexible and adapt to changing situations easily.
• Capable of meeting service expectations graciously, proactively, promptly, and professionally, with genuine care and attention to detail.
• Ability to juggle multiple priorities, meet deadlines and exhibit sound judgment and problem-solving skills.
• Energetic and passionate about client service and service standards related to meetings and events.
• Availability to work overtime or flexible hours, including evenings and weekends, when necessary.
• Smart Serve Certification and/or Food Handlers certification considered an asset.
• Ability to work effectively with minimal supervision.

Employment Type: Permanent, Full-Time, (On-Site)

Salary Range: $55,000 - $60,000 annually (commensurate with experience)

What we offer:

• Competitive compensation + Extended Health & Dental Care.
• RRSP Matching Program.
• Fitness Reimbursement Program.
• Diversity and Inclusion Centric Culture.
• A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
• A fully stocked kitchen with healthy snacks, plus coffee, tea, and drinks throughout the year.
• A business casual dress code (client/day specific).
• Employee referral bonus.

Cassels is an equal opportunity employer committed to fostering a workplace where people of all identities and lived experiences feel valued, respected, and supported. We are dedicated to removing barriers and ensuring equitable access to employment. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, 2SLGBTQIA+ communities, and individuals with intersectional identities. All qualified candidates are welcome to apply. Accommodations for disabilities, accessibility needs, or cultural practices are available throughout the recruitment process upon request. Please contact our recruiter with any questions or accommodation needs.

We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted. We regret that we are unable to respond to individual inquiries about application status, unless required for accommodation purpose.