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Position Summary Our Toronto office has the opportunity for an experienced Receptionist to join our expanding firm. The Receptionist supports the delivery of quality legal services to clients by providing excellent customer service as the first line of contact either by phone or in-person. This position also works collaboratively and cooperatively with others in the Firm in a team-oriented environment by providing clerical support to the attorneys, office administrator, paralegals and legal secretaries as needed.
Essential Functions
- Reception Duties: Open front doors and switchboard for business each morning at 8:00 a.m.to 5:00 p.m. Answer multi-line phone system promptly in a professional, courteous and helpful manner. Screen phone calls and take messages as required or direct callers to their destination. Communicate effectively and professionally with clients and with others in the Firm. Receive and direct clients and visitors. Keep general state of reception area and conference rooms tidy. Have general knowledge of employee absences to determine appropriate routing of phone calls. Schedule messengers as necessary. Record receipt of all incoming hand deliveries, Federal Express and UPS packages on log. Maintain parking validation log. Operate PBX system (larger offices).
- Calendars: Maintain conference room calendars and any location-specific logs.
- File Labels: Assist secretaries and paralegals with creation of client file labels and assembly of physical files as needed.
- Maintenance Work Orders: Submit electronic work orders to building management for maintenance requests and monitor for completion. Notify Office Administrator of work orders not completed by building management in a timely manner.
- Office Supplies: Order office and kitchen supplies per inventory sheet on a weekly basis. Verify costs of items per contract rates. Receive and verify accuracy of supply order when received from vendor.
- Facsimiles: Monitor electronic incoming facsimiles and deliver promptly to appropriate recipient. Research unidentified facsimiles for appropriate recipient and deliver promptly.
- Ensures filing within library subscriptions is up-to-date.
- Accounts Payable: Receive, review and code vendor invoices for payment on a daily basis.
- Mail: Retrieve mail, sort and notify recipients when ready for pick-up. Ensure outgoing mail has been brought to the reception desk for pick-up and Federal Express has been picked up at end of each day.
- Conference Rooms: Schedule conference rooms. Ensure conference rooms are tidy, stocked and ready at all times for impromptu meetings. Take initiative to ensure appropriate tasks are completed for conference room meetings (i.e., confirm availability, calendar, determine if meals are to be ordered, assist with setting up appropriate equipment and meal necessities, welcome visitors in a professional manner). Assist with clean-up after meeting has concluded.
- Maintains and submits Billable Hours reports on weekly basis to Attorneys and OA.
- Assists with editing changes within time and billing system upon practice assistants’ requests ensuring that billing is completed prior to 15th of each month.
- Other Duties: Moderate typing, set up conference calls, request cabs, print itineraries, order food, expense reports, flag documents, bates label documents, assist with mailings and other miscellaneous projects as needed. Back up support for secretaries and Office Administrator as requested.
Requirements
- Five or more previous experience in a Receptionist, Secretarial and/or Administrative Assistant role
- Excellent interpersonal and customer service skills
- Excellent communication skills, written and verbal
- Legible handwriting
- Experience with operating PBX System (as required by office)
- Knowledge of basic legal terminology
- Able to relay information promptly and accurately
- Ability to work on multiple tasks
- Good organizational skills including filing and calendaring
- Ability to keep work area organized and tidy
- Pleasant and clearly understandable phone voice
- Ability to sit at a desk for one or more hours at a time
- Ability to lift and carry 15 pounds
- Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, fax machine, presentation equipment, copier, scanner
- Working knowledge of Outlook, Excel, Word, PowerPoint
- Good typing speed with few errors
- Good proofreading skills
- Time management skills and ability to work independently as well as with a team
- Regular, predictable and punctual attendance
- Professional appearance
Benefits
Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.
Firm Overview
Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firm’s Client Pledge, is one of the firm’s top priorities and a cornerstone of its core values. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Employment Law – Management category. Ogletree Deakins has more than 950 attorneys located in 54 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.
We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.
Equal Opportunity Employer.
