Office Coordinator Jobs

GBC Law is seeking a professional and customer service oriented individual to join our team as a full-time Office Coordinator. As the face and voice of GBC Law’s front office, the Office Coordinator plays an important role in ensuring that a range of administrative duties within reception, office operations and bookkeeping are executed successfully and with excellence.

This position would best suit a self-motivated and personable individual looking for a dedicated role as a general administrative professional. Please note that the Office Coordinator does not provide legal administrative support to the firm’s portfolios.

The successful candidate will work in-person at our Burnaby office located near beautiful Deer Lake Park. Regular working hours are Monday to Friday from 8:30am – 5:00pm.

While reporting directly to the Owner, this position supports all staff and is a key member of the GBC Law team.

PRIMARY DUTIES AND RESPONSIBILITIES

Reception

• Provide professional and positive service to clients, vendors and staff, in person and over the phone

• Sort and distribute incoming/outgoing mail and arrange couriers

• Answer and route telephone calls (screening solicitation calls)

• Manage communications and correspondence (phone, voicemail, email, mail), respond when needed and bring action items forward to appropriate individual’s attention

• Organize, tidy, sanitize and maintain the office, reception area, kitchen and meeting rooms on a daily basis

• General filing including hardcopy and electronic documents and emails

• Process retainer and invoice payments using Point of Sale terminal

• Prepare simple invoices

• Assist with cheque preparation and bank deposits

• Assist with photocopying and scanning client identification

• Schedule appointments with clients for signing statutory declarations

• Provide support to all GBC Law team members as required

Office Operations

• Implement and maintain efficient office services by organizing and streamlining operations, guidelines and procedures, in consultation with the Owner, Peoples Services and the team

• Manage and maintain: Office equipment, stationary, and supplies; Office cleaning, maintenance, and repairs; Office parking; IT systems and services; and Banking services

• Manage and maintain physical and electronic filing systems for storage, retention and disposal of office documents and records

• Manage relationships and contracts with external vendors and service providers (i.e. building management, janitorial services, IT services, TMSI, Systems Auditing, etc.)

Bookkeeping

• Implement and maintain office bookkeeping protocols as per the Law Society of British Columbia’s (LSBC) guidelines

• Manage accounts receivables and collections

• Manage account balances for various office accounts (i.e. LTSA, BC Online, Quadient, etc.) and petty cash

• Process payables

• Record operating expenses (i.e. credit card purchases, payables, etc.) and post recoverable disbursements to client files

• Deposit and receipt of funds as per office protocols

• Assist with accepting e-transfer funds and initiating wire payments

• Complete monthly trust and general account reconciliations

• Manage and track interest-bearing trust funds

• Work with the Owner to prepare an operating budget and monitor expenses

• Work with the firm’s accountant and external bookkeeper consultant to complete year-end bookkeeping tasks and entries

Additional Duties

• General ongoing administrative support for corporate annual maintenance tasks (not legal administrative support)

• Assist the firm in continuous improvement initiatives by researching, proposing and implementing solutions to any admin related items

• Assist with planning, organizing, and coordinating firm events and socials

• Dependent on suitability and availability of work, this position may assume marketing/business development responsibilities

• Other relevant duties as assigned or requested

REQUIREMENTS

Essential

• Exceptional attitude – flexible, positive, proactive, dependable, willing/able to learn new skills

• Grade 12 graduate with a minimum of two years of experience in reception and/or administration in a professional office environment

• Related post-secondary education an asset

• Ability and desire to provide a positive and enjoyable customer experience to internal and external clients

• Intermediate to advanced proficiency in the MS Office suite of applications with the ability to adapt to and master new computer programs and processes

• A comfort with and aptitude for working with numbers, online applications and financial and banking transactions

Assets (but not mandatory)

• Legal office experience

• Experience with LEAP, BC Online, ALF, or LTSA

Key Attributes

• Flexible and adaptable

• Strong time management skills and able to multi-task

• Able to learn quickly and self-motivated

• Willing to learn and provide input on ways to improve systems and processes

• Responds well to constructive feedback

• Highly organized and able to meet deadlines and turn work around quickly

• Excellent client care skills

• Strong team player

• Enthusiastic and proactive participation in team and office activities to help maintain a cohesive team environment

• High degree of professionalism

• Strong work ethic

• Effective English communication skills

• High level of accuracy and attention to detail

• Proactive – can think ahead and anticipate what will be required next

• Able to discretely handle highly confidential information

• Ensure office processes and protocol are adhered to and followed

HOW TO APPLY

Please apply by submitting your cover letter and resume to Robyn Benjamin, People & Culture Manager at [email protected].

TO NOTE

GBC Law is committed to ensuring all those in the office are safe and protected against COVID-19 and communicable disease in general. Proof of full COVID-19 vaccination is a condition of employment for new team members joining the firm.

Our sincere appreciation to all those expressing interest. Regrettably, only shortlisted candidates will be contacted. No recruitment agencies please.