Office Administrator

Location: Hamilton, Ontario

Job Type: Full-Time, 18-Month Contract

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Office Administrator to join our team for an 18-month full-time contract. This pivotal role ensures the smooth day-to-day operation of the office by providing comprehensive administrative support, managing memberships, coordinating events, and maintaining firm-wide organization. The ideal candidate will have excellent multitasking abilities, attention to detail, and the capability to manage competing priorities in a fast-paced environment.

Key Responsibilities:

• Assist the HR department with onboarding new hires, including preparing orientation materials, scheduling headshots, setting up desks, assigning key cards, ordering business cards, and securing memberships for required providers.
• Coordinate Continuing Professional Development (CPD) registration for all lawyers within the firm, tracking compliance with regulatory requirements and maintaining CPD records.
• Manage lawyer membership renewals, ensuring that all memberships are up-to-date.
• Maintain accurate records for both onsite and offsite file storage, ensuring files are securely stored according to firm policies.
• Handle property management requests, including maintenance and administrative follow-up.
• Oversee the firm's library, managing physical updates, filing, and coordinating invoice submissions for approval and payment.
• Organize catering for firm meetings and events, ensuring timely preparation and service.
• Provide lunch coverage for the reception desk, ensuring the office is staffed and the reception area remains attended.
• Supervise the Intake Clerk, offering guidance and covering the role during vacations or absences to ensure smooth operations.
• Coordinate with external vendors for services like office supplies, cleaning, and maintenance, managing vendor relationships for efficient operations.

Required Experience/Qualifications:

• High school diploma or equivalent (post-secondary education, especially in business administration or related field, is preferred).
• 3-5 years of office administration or office management experience in a law firm or similar environment.
• Experience in managing office operations and providing administrative support in a fast-paced setting.
• Familiarity with legal terminology and law office practices is an asset.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and other office software.
• Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Excellent communication and interpersonal skills.
• High level of professionalism and discretion.

What We Offer:

• Competitive salary commensurate with experience
• Extended health care benefits package
• RRSP matching program after one year of service