Client Intake Coordinator

Green and Spiegel, Canada's preeminent immigration law firm, sets the gold standard in the highly specialized area of immigration law. With a team of 120 talented individuals, the firm guarantees that each and every client receives top notch service. Given the breadth and depth of expertise at Green and Spiegel, there is no case too complicated or too large for the firm to handle. The firm reflects the diversity of the clients they serve and can provide services in approximately 30 languages. Knowing that you have a significant role in helping people at a critical point in their lives, makes working at Green and Spiegel a very exciting and rewarding place to work. Come join the team

The Client Intake Coordinator (Office Services) plays a key role in liaising with new clients, administrative staff and lawyers during the intake process. Responsible for the organization of mail distribution at the Firm including outgoing mails and couriers, consulate deliveries and facility maintenance. The ideal candidate has a strong attention to detail, excellent interpersonal skills, and is seeking an opportunity to begin a career with excellent opportunity for growth and advancement. This role works closely with the Office Services team and reports to the Office Services Coordinator.

KEY DUTIES AND RESPONSIBILITIES:

File Management and Retainers

• Handles and administers all new retainers using MatterSphere and Outlook, such as drafting retainer agreements for review by assigned lawyers and forwards finalized agreements to clients
• Maintains the security and confidentiality of files by searching and retrieving requested files, forwarding files to staff, and re-filing returned files
• Provides excellent customer service to clients and internal employees when assisting with file opening requests
• Handle and administer all client file closures, including the scanning and consolidation of file documents
• Assist with the preparation of inactive files for shipping to records centre according to the Firm's retention schedule and recall of files from the records centre

Copy Centre/Mailroom 

• Collect, sort, distribute and deliver all incoming and outgoing mail, including items from couriers
• Undertake printing and copying requests; scanning, binding, and finishing copied work (working with third party vendors as applicable)
• Maintain and monitor copy centre/mailroom
• Maintaining inventory of all office and kitchen supplies and placing orders as required
• Lift and move boxes of files and pushing of file carts (up to 20kg)

Facility Maintenance

• Ensure the supply and mailroom area is organized, clean, and hazard-free
• Ensure proper maintenance of office space
• Ensure all office equipment including, but not limited to, photocopiers and printers is well maintained 
• Assist with internal office moves of the Firm including computers, telephones, desks, chairs and other furniture
• Liaise with the Office Services Coordinator regarding office repairs and improvements and/or third party trades as required
• Kitchen duties including setup for and cleanup of meetings, and the loading and unloading of dishwashers

Other Duties

• Assists with various other general administrative duties and other clerical duties that may be assigned
• Assists with monitoring and directing updates and notifications through the IRCC portal
• Act as Reception relief, which includes greeting clients and third-party vendors upon arrival, addressing basic client inquiries and concerns, triaging telephone calls and fax messages.

What the Firm Has to Offer You:
 Green and Spiegel embodies the "work hard, play hard" mentality. It's no secret that people in high spirits tend to produce great work. We understand the challenges that come with a fast-paced work environment - we highly value work/life balance at Green and Spiegel and encourage our employees to do the same.  Our firm offers many perks including:

• Collaborative and collegial culture 
• competitive salary, comprehensive benefits package, and RRSP matching program
• Wellness and social perks including peer-to-peer and firm-wide recognition programs, monthly birthday celebrations, wellness sessions, staff appreciation week, etc.
• Diverse work with lots of autonomy 
• Mentorship and room for advancement and learning 
• Exposure to Canada's largest and oldest immigration law firm 

Skills and Qualifications:

• Excellent interpersonal and communication skills
• Strong attention to detail and organizational abilities
• Strong writing skills
• Ability to work in a fast-paced environment and manage multiple matters simultaneously
• Possesses an interest in joining a company that offers room for advancement and learning
• Experience in an administrative role an asset

To apply, please submit your cover letter and resume to this posting. Please do not contact the firm directly. No agencies please.

Green and Spiegel LLP is committed to building a diverse workforce representative of the communities we serve. We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. Accommodation will be provided in all parts of the recruitment and assessment process (if applicable) as required under Green and Spiegel LLP's accessibility policies and procedures. Applicants must make their accommodation needs known upon requests for interviews.