Office Assistant jobs in Oshawa, ON

Legal Receptionist / Administrative Assistant

About the Role

We are looking for a Legal Receptionist / Administrative Assistant to join our team in the Durham Region.

The ideal candidate has 2–3 years of experience working in a law firm and is confident, resourceful and comfortable working in a busy legal office. This is a hands-on position that goes beyond traditional reception duties and involves client communication, opening and maintaining files, assisting with new client intakes, and providing day-to-day administrative support to the legal team. Our practice primarily focuses on Estate Administration and Litigation, Corporate Law, and Real Estate. Experience in any of these areas is an asset, but a strong legal administrative background and willingness to learn are equally important.

Key Responsibilities

Front Desk & Client Relations

• Greet clients and visitors in a friendly and professional and welcoming manner
• Answer, screen, and direct incoming phone calls using a VOIP telephone system
• Schedule appointments and coordinate client meetings and appointments
• Assist clients with general questions and direct inquiries to the appropriate lawyer or staff member
• Manage incoming and outgoing mail, courier deliveries, faxes, and packages
• Coordinate document drop-offs and pickups
• Maintain office supplies and place orders as needed
• Processing of payments and receipt of cheques, deposits, invoices and other financial documentation in accordance with firm procedures
• Scan, copy, and organize documents
• Assist with day-to-day office operations and other tasks as required
• Ensure reception area, boardroom and shared office spaces are clean, tidy and stocked appropriately with necessary items

Administrative & File Management

• Conduct initial client intake and gather necessary information and documentation
• Complete client intake forms and ensure information is accurate and up to date
• Assist with opening new client files
• Create and name electronic and physical files according to firm procedures
• Prepare and send letters of retainer, obtain and verify identification and other standard correspondence
• Prepare directions and other documents for lawyer review and client execution
• Maintain organized electronic and paper files
• Assist with closing and archiving files when matters are completed
• Maintain accurate client and file records

What We’re Looking For

• 2–3 years of experience as a legal receptionist, legal assistant, or administrative assistant in a law firm
• Experience with client intake and opening new files
• Familiarity with preparing retainer letters, directions, and standard legal correspondence is an asset
• Strong organizational skills and attention to detail
• Confidence to work independently, take initiative and manage tasks from start to finish
• Professional and friendly manner when dealing with clients
• Comfortable working independently while knowing when to seek guidance or clarification
• Ability to maintain strict confidentiality and handle sensitive information
• Strong computer skills, including Microsoft Office, DocuSign, and Zoom
• Proficiency with office technology, including VOIP telephone systems, legal practice management software, Microsoft Office, and other electronic office systems.
• Ability to remain professional and organized while managing frequent interruptions and competing demands
• Experience with legal terminology and practice management
• Strong proofreading skills and attention to accuracy
• Identify and address routine issues independently, while recognizing when a matter requires direction or escalation
• Familiarity with legal billings and accounting procedures

What We Offer

• A friendly and supportive team environment
• Competitive compensation based on experience
• Opportunities to learn and develop your legal administrative skills
• A professional and collaborative workplace

How to Apply

Please send your resume and a brief cover letter outlining your relevant experience to info@agblaw.com. Thank you for applying. Only successful applicants will be notified.

Pay: $21.00-$24.00 per hour

Expected hours: 40.0 per week

Benefits:

• On-site parking

Application question(s):

• Do you have any legal accounting software experience? If so, which programs?

Education:

• DCS / DEC (preferred)

Experience:

• receptionist: 2 years (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person