St. John's Office Support Assistant

McInnes Cooper; San Juan de Terranova; On-site; CAD 40,000 - 50,000; Full time

Job summary

A prominent law firm in St. John's is seeking an Office Support Assistant for a full-time position. The role involves general administrative support to ensure operational needs are met, including document preparation, file management, and client interaction. Ideal candidates have strong time management and communication skills and a diploma in Office/Legal Administration. The firm values diversity and inclusivity in its workforce.

Qualifications

• Exceptional time-management skills and ability to excel in a demanding, fast-paced environment.
• Highly detail-oriented and flexible to changing priorities.
• Exceptional communication skills with a special focus on client service and professionalism.

Responsibilities

• Document preparation duties including letters and transcribing documents.
• File management of documents in paper and electronic formats.
• Assist with client invoices and expense claims.
• Back-up reception coverage and greeting clients.
• Troubleshoot photocopiers and document production equipment.

Skills

Adaptable and flexible

Exceptional time management

Thrive in deadline-driven environments

Team-oriented

Strong attention to detail

Positive team player

Excellent communication and interpersonal skills

Client-oriented

Technology champion

Education

Office/Legal Administration Diploma

Tools

Microsoft Office

Job description

Are you an administrative professional looking for a new and exciting opportunity? Do you enjoy providing exceptional client service while working in a fast‑paced, innovative, and collaborative environment in which you learn every day? McInnes Cooper is seeking an enthusiastic and proactive Office Support Assistant to join our team in our St. John’s office for a full‑time permanent position. This opportunity will provide general administrative support to our Legal Support Services team ensuring the overall operational needs of the office are met.

Responsibilities

• Document preparation duties including the preparation of letters, transcribing documents, scanning, printing, and making copies.
• File management of documents both in paper and electronic formats.
• Assist with the management of files including opening and closing files.
• Prepare client invoices and expense claims.
• Back‑up reception coverage, greeting clients, answering the phone, redirecting calls, and managing boardroom bookings.
• Provide backup coverage to Legal Assistant(s) during vacations or absences.
• Prioritize, organize, and prepare volumes of files/documents for printing, scanning, and copying (Document Centre).
• Perform quality analysis on images to ensure readability, correct indexing, proper orientation, and accessibility.
• Liaise with clients to manage expectations of work assigned, set priorities, and clarify instructions.
• Troubleshoot issues with photocopiers and other document production equipment, including binding machines.
• Provide feedback and identify efficiencies for process improvement.
• Regular lifting of weights up to 20 lbs and standing for long periods.

Qualifications

• Office/Legal Administration Diploma or related education or transferable administrative experience.
• Exceptional time‑management skills and ability to excel in a demanding, fast‑paced environment.
• Highly detail‑oriented and flexible to changing priorities.
• Proficiency in all aspects of Microsoft Office.
• Exceptional communication skills with a special focus on client service and the highest degree of professionalism.
• Positive attitude and enjoyment of working in a collaborative team environment.

Skills

• Adaptable and flexible
• Exceptional time management
• Thrive in deadline‑driven environments
• Team‑oriented
• Strong attention to detail
• Positive team player
• Excellent communication and interpersonal skills
• Client‑oriented
• Technology champion

McInnes Cooper is committed to building an environment that is diverse and inclusive, representative of the communities in which we serve. We welcome and encourage applications from persons who identify as racially visible, Indigenous, persons with disabilities, women in underrepresented roles and members of the 2SLGBTQIA+ community. Applicants from these equity groups may self‑identify through our online application process.

As part of the recruitment process, MC will provide accommodation(s) to candidates with disabilities. If you require an accommodation(s) to participate in the recruitment process with us, please contact Alana Burgess at [e-mail] or 902.455.8260.