C. John D’Agostino Law Skilled Corporation is a business law firm based in the heart of North Bay, Ontario. The Firm serves clients across Northern Ontario and, through its association with Loopstra Nixon LLP in Toronto, maintains a diverse client base in the Greater Toronto Area.

The Firm is seeking a receptionist to join its growing team. The successful candidate will be organized, proactive, and familiar with law firm operations, with the ability to coordinate and schedule the busy practices of multiple lawyers while working effectively within a diverse team. In addition to reception duties, the candidate will provide direct support to the Firm’s Managing Partner.

COMPENSATION: Wages will range between $18.00/hr to $21.00/hr and will be commensurate with the successful applicant's level of experience and skills. Wages are negotiable, and they will be competitive to wages of similar positions in related industries.

REQUIREMENTS

- Legal Assistant diploma or certificate is preferred (Office Administration diploma or certificate will be considered);
- Minimum of two (2) years experience in a law firm setting is preferred.
- Strong written and verbal communication skills (fluency in English is required and proficiency in French is an asset);
- Willingness to learn and grow as part of a collaborative team environment;
- Ability to carry out tasks with minimal direction after receiving appropriate training;
- Strong computer skills (Microsoft Word, Excel, and Outlook are required skills);
- Capable of adapting to a rapidly evolving work environment; and
- Must possess a valid driver’s licence and have access to a reliable vehicle.

DUTIES:

Reception Tasks

- Answer phone calls, transfer callers to the appropriate team members, and take detailed messages, including the caller’s name, phone number, and reason for calling;




- Monitor the general delivery email and fax account and direct messages to the appropriate practice groups for review;
- Schedule appointments and ensure client intake files are available to the lawyer in advance, anticipating the needs of the day;
- Assist lawyers with preparing wills and powers of attorney;
- Welcome clients, escort them to the appropriate meeting room, and ensure they are comfortable before notifying the lawyer of their arrival;
- Prepare boardrooms and meeting rooms for video conferences and teleconferences;
- Obtain appropriate identification for files in accordance with the Law Society of Ontario’s “know your client” requirements and update client contact information in the Firm’s database;
- Tidy and sanitize boardrooms after client appointments in accordance with health and safety best practices;
- Receive, open, and date-stamp incoming mail and packages, then deliver them to the appropriate recipients;
- Arrange couriers for local and interprovincial document delivery; and
- Process client payments by credit card, debit card, telephone, or cheque and issue receipts;

Office Administration Tasks:

- Provide general administrative support to lawyers and law clerks, including coordinating client communications, scheduling, gathering matter-related information, and assisting with routine transaction-related tasks;
- Prepare routine correspondence for lawyers, including real estate and estate reporting letters and cover letters for couriered documents;
- Running conflict checks in the Firm's database for new client matters;




- Retrieve files from off-site storage for requesting team members and maintain accurate records of file locations in the Firm’s database;
- Ordering real estate title searches, tax certificates, and water certificates from various municipalities;
- Attend financial institutions to obtain certified cheques for real estate and commercial transactions. A valid driver’s licence and access to a personal vehicle are required. Mileage will be reimbursed at the applicable CRA rate;
- Collecting confidential documents to be shredded;
- Ensure the photocopy centre is adequately stocked with supplies and replenished daily; and
- Maintain a tidy office space.

TECHNICAL SKILLS:
- Ability to adapt to a cloud-based computing environment;
- Utilize legal software and platforms, including CosmoLex, Teraview, E-State Planner, NoticeConnect, Appara, and LDD; and
- Familiarity with the Law Society of Ontario's Rules of Professional Conduct.

INTERPERSONAL SKILLS:
- Strong interpersonal skills with a friendly, confident, reliable, and positive attitude;
- Demonstrated understanding of confidentiality and discretion in a legal environment;
- Strong organizational skills and attention to detail;
- Ability to treat colleagues, clients, and others with professionalism and respect; and
- Willingness to learn, develop recent skills, and pursue personal and professional growth.

Applications will be reviewed on a rolling basis. We appreciate the interest of each applicant in applying for this position, however, only those applicants who meet the criteria noted in the Requirements will be contacted. Job Types: Permanent, Full-time

Pay: $18.00-$21.00 per hour

Benefits

- Dental care
- On-site parking
- Vision care

Education:
- Secondary School (required)

Experience:
- administrative assistant: 2 years (required)
- receptionist: 1 year (required)

Work Location: In person

📌 Receptionist/Administrative Assistant (North Bay)
🏢 C. John D'Agostino Law Professional
📍 North Bay