Receptionist/Legal Assistant

About Our client: Our Client is a mid-size, client-oriented firm committed to delivering value-added legal services with a personal touch. The firm supports clients across family law, real estate, wills & estates, probate, and landlord/tenant law and is known for professionalism, responsiveness, and a welcoming client experience.

This role is the first point of contact for clients and visitors - both in person and by phone - and is critical to creating a calm, organized, and professional front-of-house environment while supporting the legal team with administrative coordination.

Front Desk & Client Experience

• Answer and direct incoming calls, take accurate messages, and make outgoing calls as required
  

• Greet all visitors warmly and professionally; manage client arrival flow and ensure an excellent first impression
  

• Assist clients with intake forms, collect and copy IDs, and ensure documents are handled confidentially
  

• Communicate professionally with coworkers, clients, opposing law offices, court staff, and other stakeholders
  

• Manage the reception area and ensure front-of-house spaces remain tidy, presentable, and client-ready (light cleaning/straightening as needed)
  

Scheduling & Administrative Support

• Schedule appointments and coordinate calendars, including confirming appointments and managing changes/cancellations
  

• Create and send correspondence as required (email and letters), using templates and firm formatting
  

• Photocopy, scan, print, and prepare documents for lawyers and clerks as needed
  

• Track incoming faxes and distribute them promptly to the appropriate lawyer/clerk
  

• Maintain organized records (paper and digital filing), ensuring documents are easy to locate and properly named
  

Client Intake & Follow-Up

• Contact potential clients who have requested appointments; schedule consultations and confirm next steps
  

• Ensure intake information is complete and routed to the correct practice area
  

• Use discretion and professionalism when clients are upset, emotional, or stressed (particularly in family law matters)
  

General Office Support

• Support the team with ad-hoc administrative tasks as assigned
  

• Assist in maintaining smooth office operations and a respectful, service-oriented workplace
  

Requirements

• 1+ year of receptionist/front desk experience in a legal office environment an asset
  

• 2+ years of office administration/reception experience
  

• Strong verbal communication and phone presence (clear, calm, professional)
  

• Excellent written communication (comfortable drafting emails and letters with strong grammar)
  

• High attention to detail and strong organization — able to manage multiple tasks without dropping items