:

Matkowsky Immigration Law is a fast-paced immigration law firm based in downtown Toronto. We are looking for a qualified, organized, and client-focused Office Administrator to join our growing team.

The Office Administrator plays an important role in the day-to-day operations of the firm and is often the first point of contact for prospective and existing clients. The successful candidate will be comfortable handling a high volume of phone and email communications, providing excellent client service, maintaining accurate information in our practice management system, and supporting the firm's lawyers and staff with a variety of administrative tasks.

This is a full-time position requiring the successful candidate to work from our downtown Toronto office. Applicants must currently live in Toronto or the GTA and be able to reliably commute to the office.

Main duties and responsibilities include:

- Answer and direct incoming phone calls in a professional and courteous manner;
- Act as a first point of contact for prospective and existing clients, responding to general inquiries and directing legal inquiries to the appropriate team member;
- Monitor and respond to general firm emails and correspondence as required;
- Assist with scheduling appointments, consultations, and meetings;
- Accurately enter and update client and matter information in Clio Manage and Clio Grow;
- Open and close client matters and maintain accurate electronic client files;
- Process and record payments and assist with other basic billing and payment-related administrative tasks;
- Assist with issuing client refunds as required;
- Prepare, organize, scan, upload, and file documents;
- Assist with incoming and outgoing mail and courier arrangements;
- Maintain organized electronic records and ensure information is properly saved to client matters;
- Provide general administrative support to lawyers, paralegals,



and other members of the team;
- Assist with office organization, supplies, and other day-to-day operational needs; and
- Perform other general administrative duties as required.

Qualifications: The ideal candidate will have:

- At least one year of experience in an administrative, receptionist, office assistant, legal assistant, or similar professional support role;
- Excellent attention to detail and a high level of accuracy when entering and maintaining information and data;
- Previous experience working in a law firm or other professional services environment is considered an asset;
- Experience using Clio Manage and/or Clio Grow is considered an asset;
- Excellent written and verbal English communication skills;
- A professional and confident telephone manner;
- Strong customer service skills and the ability to communicate professionally with clients from a wide variety of backgrounds;
- Strong organizational and time-management skills;
- Ability to manage multiple priorities and work effectively in a fast-paced environment;
- Ability to exercise discretion and maintain strict confidentiality;
- Ability to work independently while also contributing effectively as part of a team;
- Solid computer and technology skills, including experience with Microsoft Outlook, Microsoft Office, and Adobe Acrobat; and
- A post-secondary qualification is considered an asset.

Previous immigration law experience is not required, although experience working in an immigration or other legal environment would be considered an asset. Salary: $45,000.00-$47,000.00 per year

Benefits:

- Dental care
- Extended health care
- Life Insurance
- Paid time off

Job Type: Full-time, Permanent Schedule: Monday to Friday, 9am to 5pm (our office hours)

Location: In-person, Downtown Toronto

Start Date: Aug 17, 2027 or before

Pay: $45,000.00-$47,000.00 per year

Benefits

- Dental care
- Extended health care
- Paid time off

Work Location: In person

📌 Office Administrator (Toronto)
🏢 Netramark Holdings
📍 Toronto