Office Administrator / Operations
Location: Ottawa, ON
Job Type: Full-Time, Permanent
Work Arrangement: In-Office
Salary: $55,000 - $75,000+, based on experience

About the Opportunity
Our client, a growing law firm in Ottawa, is seeking a proactive and organized Office Administrator / Operations professional to support the firm's daily operations. This newly created role is ideal for someone who enjoys wearing multiple hats, takes ownership of processes, and thrives in a fast-paced professional environment.

Working closely with firm leadership, you will play an important role in keeping the office running efficiently by managing office operations, coordinating vendors, supporting HR processes, assisting with compliance requirements, and ensuring employees have the resources they need to succeed.

This opportunity is well suited for an administrative skilled with strong organizational skills, excellent attention to detail, and the ability to anticipate needs and proactively improve processes.

Key Responsibilities
Office Operations & Vendor Management

Oversee daily office operations, including supplies, facilities, and vendor relationships.

Coordinate with building management regarding maintenance, parking, and office-related requests.

Manage relationships with external vendors, including courier services, shredding, IT support, photocopier services, and cleaning providers.

Coordinate office equipment purchases and employee technology requests.

Manage postage, courier accounts, incoming/outgoing mail, and office logistics.

Coordinate meeting room bookings, catering, and internal office needs.

HR & Employee Support

Support recruitment coordination,



including posting positions, scheduling interviews, and preparing onboarding documentation.

Coordinate employee onboarding, including workspace setup, system access, security requirements, and introductions.

Maintain confidential employee records and documentation.

Track vacation, sick time, and other employee absences.

Support employee offboarding processes.

Maintain internal directories, organizational charts, and employee information.

Compliance & Administrative Support

Coordinate annual Law Society of Ontario reporting requirements.

Track lawyer CPD requirements and upcoming deadlines.

Assist with annual corporate filings and administrative compliance requirements.

Support articling student rotations and related administrative requirements.

Maintain firm policies, procedures, and administrative records.

Insurance & Risk Management

Coordinate annual LAWPRO renewal processes.

Support office insurance renewals and maintain required documentation.

Manage vendor insurance certificates.

Assist with insurance-related administration and communication with brokers.

General Administration

Manage the firm's general inbox and phone system administration.

Coordinate lawyer travel arrangements.

Organize meetings, prepare agendas, and record minutes.

Support firm events,



team activities, and client functions.

Maintain lawyer profiles and assist with website updates.

Provide general administrative support to lawyers and staff.

Qualifications

3+ years of experience in office administration, office management, or operations coordination, ideally within a law firm, professional services, or corporate environment.

Strong ability to manage multiple priorities and deadlines.

Proficiency with Microsoft Office 365, including Outlook, Word, Excel, and Teams.

Experience supporting HR administration processes, onboarding, and employee records.

Experience coordinating vendors, facilities, and office operations.

Excellent written and verbal communication skills.

Strong organizational skills with exceptional attention to detail.

Ability to handle confidential information with professionalism and discretion.

Self-directed, proactive, and able to identify opportunities to improve processes.

Assets

Experience working in a legal environment.

Familiarity with Law Society of Ontario requirements.

Experience with legal practice management software such as Clio.

HR administration training or CHRP designation/progress toward designation.

Bilingualism (English/French).

Why Apply?

Newly created role with the opportunity to build and improve processes.

Competitive salary of $55,000 - $75,000+, based on experience

Benefits package.

Direct exposure to firm leadership.

Collaborative and supportive workplace culture.

Opportunity to play a key role in the success of a growing Ottawa law firm.

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📌 Office Administrator / Operations Professional (Quebec City)
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