Office Administrator & Receptionist

Description

The Office Administrator & Receptionist is the first impression of our firm and a key member of our team. In this role, you will create a welcoming experience for clients, visitors, and callers while helping ensure the office runs smoothly each day.

You will serve as the central hub of our office, managing the front desk, coordinating communications, supporting attorneys and staff, and handling a variety of administrative tasks. This position is ideal for someone who is organized, professional, customer-service focused, and enjoys a fast-paced environment where every day is different.

This is a fully onsite position based in our Little Canada office. We offer a collaborative, mission-driven culture where your work directly supports families during important life and planning decisions. In addition to hourly pay, eligible employees receive wellness and home office reimbursements worth up to $7,800 annually.

Responsibilities

• Answer and direct incoming calls in a courteous and professional manner.
• Respond to emails and online inquiries promptly and efficiently.
• Schedule appointments and manage calendars for staff as needed.
• Provide general information about the company, products, or services to clients and customers.
• Maintain accurate records of interactions and update client information in the system.
• Assist with light administrative tasks such as data entry and document preparation.
• Seat and greet incoming clients.
• Coordinating/managing the ordering of office supplies.
• Placing lunch orders for team meetings.
• Assisting with travel arrangements for the CEO and Director of Operations.
• Communicate effectively with internal teams to ensure smooth operations.

Qualifications

• Previous experience in a receptionist, customer service, or administrative role preferred.
• High school diploma required.
• Excellent communication skills (both verbal and written).
• Ability to work independently and stay productive in a remote environment.
• Strong organizational and multitasking abilities.
• Proficiency in technology, including phone systems, email, and scheduling software.
• Experience with CRM or customer service software.
• Familiarity with virtual phone systems and video conferencing tools.
• Ability to handle confidential information with discretion.