Receptionist / Office Assistant

Whitelaw Twining; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

A prominent legal firm in Calgary is seeking a Receptionist / Office Assistant for a full-time, in-office position. The ideal candidate should have previous administrative and customer service experience, excellent communication skills, and a keen attention to detail. Responsibilities include sorting mail, handling reception duties, and maintaining office supplies. Opportunities for professional growth are available in this supportive work environment.

Benefits

Wellness allowance for fitness expenses

Annual education/tuition allowance

Flexible health and dental coverage

Long term disability insurance

Casual dress code

Employee assistance program

Monetary incentive for employee referrals

Casual day every Friday

Qualifications

• Up to 1 year of administrative and customer service experience is an asset.
• Strong written and verbal communication skills.
• Excellent attention to detail and organizational skills.

Responsibilities

• Sort and deliver incoming mail, faxes, and courier items.
• Provide reception relief, including booking boardrooms and greeting visitors.
• Assist with setup and cleanup for meetings and seminars.

Skills

Administrative experience

Customer service skills

Attention to detail

Communication skills

Ability to multi-task

Tools

MS Office

Job description

Overview

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

We are an innovative, passionate team, promoting a professional, supportive and engaging environment to our team members. Since the beginning, we’ve pushed beyond standard litigation to find progressive, creative solutions for our clients.

We are currently seeking a Receptionist / Office Assistant to join our team in Calgary. This is a Full-Time position in-office.

This role is ideal for an ambitious individual with some administrative and customer service experience. The successful incumbent will excel in building positive working relationships, have a keen eye for detail, and demonstrate a professional demeanor with excellent client service skills.

Responsibilities

• Sort and deliver incoming mail, faxes, and courier items; process outgoing mail, including registered mail.
• Handle bank deposits.
• Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors as well as providing coverage during breaks, lunches, absences, and vacations.
• Assist with reception duties such as monitoring the shared inbox and dog booking system.
• Provide a positive first impression to visitors; greet clients and visitors, offer refreshments.
• Assist with setup and cleanup for meetings and in-house professional development and lunch and learn seminars.
• Assist with coordinating vendors for office equipment maintenance (excluding copiers) and building maintenance requests.
• Handle large copy, scan, and print jobs.
• Assist with new hire workstation/office setup, updating floor plans and phone lists and ensuring new hires are set up with a building access card.
• Assist with file closing, answer procedural questions from Legal Assistants, and send boxes off-site.
• Operate photocopiers, printers, fax machines, and binding equipment; identify problems and arrange service calls.
• Maintain the tidiness of reception areas, kitchens, coffee stations, and boardrooms, order and stock supplies.
• Perform host(ess) duties, replenish snacks, load/unload dishwashers, and assist with firm events, including setup, takedown, and ordering of food and supplies.
• Ensure workstations, hallways, boardrooms, offices, and common areas are kept clutter-free.
• Collect shredding from offices for monthly disposal.
• Ensure fresh fruit and the bistro beverage fridge are well-stocked; monitor and reorder as needed. Ensure fridges are emptied at the end of the week.
• Manage inventory and maintenance of office supplies.
• Close files and prepare for offsite storage; retrieve closed files upon request.
• Be available to work overtime occasionally.
• Assist with other projects as assigned.

What will help you succeed in this role?

• Up to 1 year of administrative and customer service experience is an asset.
• Strong written and verbal communication skills.
• Proficiency in MS Office applications, including creating USBs, CDs, and various file uploads.
• Excellent attention to detail and organizational skills.
• Knowledge of general office procedures.
• Professional and polished attitude when communicating with others.
• Ability to prioritize and multi-task while handling a high volume of work.
• Ability to lift and/or move file boxes, photocopy paper, supplies, etc. (up to 50 lbs).
• Ability to work independently and function effectively as part of a team.
• Legal office experience is an asset.
• Must be able to work a flexible work schedule between the hours of 8am-4pm and overtime as needed.

What we offer

Benefits & Perks: We offer a comprehensive salary and benefits package that is very competitive, together with opportunities for personal and professional growth.

Our benefits include:

• a wellness allowance for fitness expenses;
• an annual education/tuition allowance;
• flexible health and dental coverage;
• long term disability insurance;
• personal days to help balance outside commitments;
• employee assistance program;
• monetary incentive for employee referrals;
• casual day every Friday

Our firm benefits include Extended Health benefit, Dental coverage, LTD, DI, wellbeing allowance, casual dress code, early finish ahead of statutory holidays and more.

About us

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

Despite our global reach, we maintain a close-knit, supportive work environment. We are committed to mentoring and professional development, empowering our team members to grow their careers and contribute positively to both the firm and the community.