Job Description
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
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