Receptionist

Hammerco is looking for a capable individual with exceptional organizational, time management, people skills, and the ability to deliver the Firm values to our clients and team members every single day. Our Receptionists are responsible for providing exceptional client service both in person and over the phone to all the Firm’s clients, guests, and employees. Working with all memebers of the Reception team, this role ensures that the front desk is kept clean and tidy and reflects well on the Firm’s image. The Receptionist also provides administrative clerical duties to support the overall internal operations of the office.

What you will be responsible for:

Administrative Efficiency: This role plays a crucial part in optimizing operational processes and creating efficiencies.

Physical and Virtual Environment: You are responsible for creating a welcoming and supportive environment for both physical and virtual spaces. Exhibiting exceptional people skills to interact with clients and team members professionally and courteously. Maintaining positive relationships with both internal and external stakeholders is vital.

• Greet clients in Reception
• Route incoming calls and deal with general phone inquiries
• Collect, open and scan incoming mail, and distribute it to Lawyers and Legal Support Staff
• Handle incoming and outgoing couriers
• Order and maintain office supplies and ensure reconcilliation with annual budget
• Organize outgoing mail, and post to clients account in Acumin, drop off in mailbox at the end of the day and at times pick up Registered letters from designated post office.
• Reconciliation of all courier invoices and charges to client file in Acumin.
• Onboarding and Offboarding: Coordinate the activities to bring new employees into the office and ensure a smooth transition for departing staff members.
• Under the direction of the People & Operations Manager, help plan, organize firm events and social gatherings. This may also include coordinating ICBC settlement meetings.
• Enter the information required to open and close client files in accounting system
• Update and maintain clients contact and address lists in Filevine, Acumin and Outlook.
• Maintain the appearance of the reception area and all Boardrooms/ water plants/ stock kitchen in the morning with snack, drinks, and clean coffee machine.
• Manage vendor and service provider relationships , such as building management, janitorial services, and shredding services.
• Update calendar and room booking request.
• Assist in scheduling internal meetings and coordinating necessary resources for these meetings.
• Ensure meeting rooms are equipped with IT equipment and refreshments as required for various meetings.
• Serve as a resource to aid IT with troubleshooting issues and assisting colleagues with technology and machine-related issues, when required.
• Maintain both physical and electronic document management and filing systems to store, retain, and dispose of office documents and records
• Arrange corporate travel and accommodation for staff members.
• May assist the Firm’s CMO with marketing and business development campaigns that support the firm’s growth and client relationships.
• Act as an office Fire/Safety warden.
• Contribute to the firm’s continuous improvement initiatives by researching, proposing, and implementing administrative solutions.
• Perform other routine clerical and administrative functions, as requested by the People & Operations Manager

Qualifications