Intake Coordinator/Administrative Assistant

Intake Coordinator / Administrative Assistant

Mazzeo Law is a boutique law firm located in Vaughan, ON, voted Top Choice Real Estate Law Firm in 2022 and 2023, and recognized by Best Lawyers in 2022.Our areas of expertise are focused mostly in helping the community resolve their legal issues which often encompasses Family Law, Real Estate Law, Corporate and/or Will and Estate Law.

We are currently seeking a confident, experienced and hands on Intake Coordinator/Administrative Assistant that is able to apply their strong interpersonal skills to the overall carriage of our files and customer service here at Mazzeo Law. Mazzeo Law offers a true team environment and a competitive compensation and benefits package with an opportunity to enhance skills and knowledge in a fast-paced environment.

Roles and Responsibilities

• Confirm & conduct intake with potential clients via e-mail or phone;
• Submit monthly usage reports for photocopier machine;
• Prepare and arrange courier serviceswith the approval ofthe partners;
• Create a file number for new clients in PC Law or update current clients’ new matter file;
• Handle initial requests based off of “to-do” lists;
• Schedule initial interviews of potential clients;
• Stampand mailall outgoing mail,thenenter into PC Law;
• Scan& processincoming documents fromtheProcess Server;
• Add new matter numbers into necessary excel tracking charts or update current clients’ matter in necessary excel tracking charts;
• Maintain tidy areas for reception and kitchen;
• Track inquires on intake tracker (excel spreadsheets);
• Assist the partners with scheduling;
• Create and distributeemployee birthday cardsfor signing; and
• Send an opening e-mail to the partners and the lawyer on file (and appropriate law clerk) outlining the main facts about the new matter along with what initial requests have been made;
• Orderofficesupplies;
• Replenish paper in photocopierandmaintain thephotocopy room;
• Coordinate and receive retainer payment for new matters and communicate same upon receipt to partners and Human Resources and Finance Manager;
• Prepare Intake packages;
• Gather all information needed to open a file;
• Create file folders for new clients in network;
• Collect and route allmail including:scanning and importing intonetwork as required, as well as appropriately naming documents and placingthemintoclients hardcopy files;
• Greet clients and visitors, answering inquiries;
• Waterofficeplants once a week;
• Arrangeforpick-upswith theProcess Serverand log all incoming and outgoing services;
• Answer, screen and route incoming calls on a multi-line telephone system;
• Answer inquiries from potential or current clients via phone, e-mail, and in person;
• Photocopy potential client’s identification and any documentation they provide into network;
• Offer water, coffee or tea to guests;

The successful candidate will have:

• Strong work ethics.
• Strong communication and interpersonal skills (verbal, written, and listening);
• Excellent written and verbal communication skills;
• Punctual, reliable and responsible;
• Computer Savvy;
• Attention detail;
• Able to handle multiple assignments, work well under pressure, and have the flexibility to assist the team in meeting client demands on accelerated schedules;
• Work independently and efficiently;
• Very organized;
• Time management skills;
• Effective communication skills; and
• Customer service oriented;
• Excellent interpersonal skills;
• Able to learn new skills quickly;

Qualifications and Education Requirements

• Experience working with PC Law, Word, Excel, Office 365, Bookings
• 2-5 years administrative experience;

Preferred Skills

• Ability to facilitate a work/life balance; and
• Exceptional oral and written communication skills;
• Excellent interpersonal skills;
• Ability to multi-task and take on additional projects or assignments to develop skill set;
• Excellent decision making skills and good judgment;
• Ability to maintain a high degree of confidentiality;
• Strong work ethics.
• Highly detail oriented with a critical degree of accuracy;
• Excellent technical and software skills, including MS Office Suite;
• Ability to work well independently, as well as in a team setting;
• Superior time management and organizational skills to manage competing priorities;
• Fundamental problem-solving and analytical skills, with the ability to remain calm in pressured situations;

What we Offer:

At Mazzeo Law we encourage a balanced lifestyle and have striven to build an office where you will feel fulfilled in your work and career yet have ample time to enjoy the non-work related areas of life, whether with family, friends or personal activities. We offer three (3) weeks vacation (pro-rated to start date) in your first year of employment, and additional paid time off. Employer paid benefits are available.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.