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Legal Receptionist

The Receptionist is responsible for providing administrative support that ensures that the office runs smoothly and efficiently. This position is responsible for creating a welcoming and professional atmosphere for clients and guests, as well as a well-organized and productive environment for staff.

QUALIFICATIONS

  • Professional and polished telephone manner.
  • Highly organized and detail focused.
  • Ability to handle multiple tasks at ones, work under pressure, and meet deadlines with enthusiasm, determination & cheerfulness.
  • Ability to problem solve using common sense.
  • Positive, confident and mature work ethic.

SKILLS

  • Operate a multi-line telephone system and office equipment such as computers, printers, scanners, copiers.
  • Above average interpersonal, oral, written communication skills.
  • Strong computer & organizational skills.

RESPONSIBILITIES
Reception

  • Meet and greet visitors to the office, and present a polished and professional image.
  • Answer the company phone lines professionally and courteously.
  • Direct guests and callers to the appropriate staff member.
  • Receive, direct and relay telephone messages.
  • Maintain the appearance and organization of all common areas visible and accessible to visitors and guests.
  • Monitor visitor access and maintain security awareness.
  • Maintain a clean, fully stocked and well organized reception area.

Administrative Services

Mail & Courier:

  • Sort, open, date stamp, and distribute all mail, faxes, and courier packages to the appropriate staff member according to established procedures.
  • Stamp outgoing mail and take to the mailbox for pick up prior to 5:00 p.m.
  • Prepare all courier mailing labels and arrange for courier pick-ups and deliveries.

Meetings:

  • Ensure the boardroom and meeting rooms are clean, stocked, and welcoming to guests.
  • Assist in the planning and preparation of in-house and out-of-house meetings, conferences, and telecons.
  • Set up computer, communication and presentation equipment for meetings, telecons, and webinars.
  • Set up, refresh, and tear down of coffee/water service for meetings.
  • Order and receive any catering requirements for meetings, and conferences.

Supplies:

  • Create and maintain a list of required office supplies.
  • Create and maintain a list of required kitchen supplies.
  • Place orders for supplies as required to ensure the proper functioning and efficiency of the office.

Accounting:

  • Post fax, postal, and courier charges.
  • Post BC Online charges.
  • Post travel charges.
  • Reconcile the corporate credit cards.
  • Process and post lawyer and staff expenses.
  • Maintain and balance petty cash.
  • Assisting the billing clerk with sending invoices to clients.

Library & Continuing Education:

  • Maintain the library, including ordering and cataloguing all reference materials.
  • Enrolling lawyers and staff in continuing education programs including conferences, webinars, and CBA subsection meetings.
  • Monitoring and tracking lawyer and staff course enrollment and individual yearly budgets.

Social Committee & Firm Recognition:

  • Member of the Social Committee assisting in organizing staff functions including the firm’s annual Christmas party and summer retreat; new lawyer call celebrations, and other in-house and out-of-house social activities on behalf of the firm.
  • Responsible for the yearly mailout of Christmas cards and chocolates to clients, vendors, and service providers.

Other:

  • Assist with small projects as required by other administrative support.
  • Willing to complete other duties as assigned.

REMUNERATION

  • Salary: $33,500 to start based on experience.
  • Full time: 35 hours/week.
  • MSP & Group Health & Dental Plan, Employer RSP contribution (4.5% of gross salary)
  • Annual paid vacation, sick time and personal days.
  • A friendly, supportive working environment!

Thank you for considering Woodward & Company