Receptionist

Nelligan-O; Ottawa; On-site; CAD 36,000 - 54,000; Full time

Job summary

Nelligan Law is seeking a full-time receptionist in Ottawa to warmly greet clients and manage front-desk operations. You will be the first point of contact for clients and coordinate daily administrative tasks to support lawyers and staff.

Responsibilities include handling mail, calls, faxes, meeting-room prep, and logging client interactions, with emphasis on organization, attention to detail, and exceptional written communication in both English and French. Applications: [e-mail]

Qualifications

• Strong organisation and time management skills.
• High attention to detail.
• Customer service attitude.
• Exceptional writing skills.
• Bilingualism, French and English (verbal and written).

Responsibilities

• Greets clients and guests of the firm and ensures staff are informed promptly when a client/guest is waiting.
• Keep reception area and meeting rooms tidy and stocked.
• Forward faxes and calls to the appropriate person.
• Stamp and deliver incoming mail/documents promptly.
• Log and track items to be picked up by clients.
• Arrange meals for meetings and coordinate office supplies.
• Submit maintenance requests for office services.
• Check invoicing emails and update client accounts from accounting.
• Prepare statements for outgoing mail and correspondence.
• Review online client questions and forward to the right person.
• Organize client intake folders and initiate new files.
• Ensure the office is secured at close of business.

Skills

Org skills

Time mgmt

Attention to detail

Customer service

Writing skills

Bilingual FR/EN

Job description

Nelligan Law is not your average law firm. We are an innovative and progressive firm where lawyers and staff have the opportunity to work together and grow their careers as valued members of a team of talented professionals in a cooperative and flexible working environment.

We are looking for a full-time, permanent Receptionist to support our clients’ interactions. You will be the first person a client interacts with when coming into the firm!

What you’ll do

• Greets clients and guests of the firm and ensures that lawyer/assistants/management are informed on a prompt basis that a client/guest is waiting.
• Ensure reception area and meeting rooms are kept tidy and everything is restocked.
• Forward faxes and calls to appropriate person.
• Ensures all incoming mail/documents are stamped and delivered promptly (leave voice mail when mail arrives).
• Ensures all items to be picked up by clients are properly recorded in the logbook and are picked up in a reasonable time period.
• Orders food for meetings within the office.
• Sends maintenance (lights, temperature, cleaning) service requests.
• Check Invoicing Email folder and emails client accounts as received from accounting.
• Prepare statements for outgoing mail.
• Review online client questions and respond or forward to appropriate person.
• Check Client Intake Folder and prepare new client file folders.
• Ensures office is locked up at end of business day.

What you’ll need

• Strong organisation and time management skills
• High attention to detail
• Customer service attitude
• Exceptional writing skills
• Bilingualism, French and English (verbal and written)

Nelligan O’Brien Payne values and supports diversity in our work environment and in the practice of law. If you require any accommodations throughout the recruitment process, please don’t hesitate to contact us at [e-mail]