Receptionist & Boardroom Services Assistant

Quantum Management Services Ltd.; Nanaimo; On-site; CAD 40,000 - 55,000; Full time

Job summary

A reputable legal firm is seeking a friendly and organized Receptionist & Boardroom Services Assistant. The role is centered around client interaction, managing a dynamic front desk, and ensuring excellent service standards. Candidates should possess strong communication skills and have experience in a professional setting.

Benefits

Collaborative legal team environment

Exposure to dynamic legal operations

Visible and valued role in the office

Qualifications

• 3+ years of experience in a receptionist or switchboard role.
• Confidence using basic office software and telephone systems.

Responsibilities

• Greet and welcome clients and ensure a professional atmosphere.
• Coordinate boardroom bookings and manage guest access.
• Handle a high volume of incoming calls with professionalism.

Skills

Verbal communication

Interpersonal skills

Attention to detail

Organizational abilities

Education

Completion of high school

Post-secondary education (an asset)

Job description

Location : Pickering

Salary : Competitive and based on experience

Job Type : Full-time

Join a highly regarded and professional legal team where first impressions matter. Our client is currently seeking a friendly, organized, and service-oriented Receptionist & Boardroom Services Assistant to be the face and voice of their firm. This role is ideal for someone who enjoys connecting with people, managing a dynamic front desk environment, and playing a key part in delivering a premium client experience.

Reporting directly to a Partner, you’ll be the first point of contact for clients and visitors—both in-person and over the phone—and will play a key role in creating a welcoming, professional atmosphere. If you're someone who thrives in a fast-paced environment, takes pride in your work, and enjoys being the go-to person in the office, we’d love to hear from you.

What You’ll Be Doing :

• Greet and welcome clients, guests, and vendors warmly and professionally
• Notify lawyers and assistants of client arrivals and provide clear directions to meeting rooms
• Assist with general inquiries and ensure clients are connected to the right team member
• Coordinate boardroom bookings and ensure meeting rooms are client-ready at all times
• Manage guest access and temporary pass cards, and log all visitors in accordance with security protocols
• Ensure front desk and lobby areas are kept tidy and organized
• Provide light administrative assistance, including handling couriers, incoming mail, and requests from legal professionals
• Collaborate with administrative teams to ensure smooth day-to-day operations
• Handle a high volume of incoming calls with professionalism and accuracy
• Route calls to the appropriate individuals and departments efficiently
• Manage general inquiries and cold calls with professionalism, recording and passing along important information

What We’re Looking For :

• Completion of high school (Post-secondary education is an asset)
• 3+ years of experience in a receptionist or switchboard role, ideally within a professional services or legal environment
• Excellent verbal communication and interpersonal skills
• Are known for your attention to detail and organizational abilities
• Thrive in client-facing roles and enjoy helping others
• Can handle competing priorities with poise and professionalism
• Are confident using basic office software and telephone systems

Why Join Us?

• Be part of a respected and collaborative legal team that values professionalism and warmth
• Gain exposure to a dynamic legal environment and contribute to a great client experience
• Work in a well-appointed office space where your role is visible and valued

To apply, please send your resume in Word format to Christina Cerra at