Receptionist/Bookkeeper

About Chin & Orr Lawyers:

At Chin & Orr Lawyers, we are a client-centered law firm dedicated to providing straightforward, understandable, and effective legal counsel. With a focus on Real Estate, Wills and Estates, Family Law, Civil Litigation, and Corporate and Business Law, we pride ourselves in putting the interests of our clients above all. Our team adheres to the highest standards and values the trust clients place in us with every personal matter. As such, we are seeking a professional Receptionist to be the first point of contact for our esteemed clientele.

Position Overview:

Job Description:

Chin and Orr Lawyers is seeking a reliable and detail-oriented individual to join our team as a Receptionist/Bookkeeper. The ideal candidate should have excellent organizational skills, strong communication abilities, and the ability to multitask effectively.

Responsibilities:

Receptionist/Administrator Duties for Law Firm:

1. Front Desk Management:

• Greet clients, visitors, and staff in a professional and friendly manner, creating a positive first impression of the firm.
• Answer and direct incoming calls to the appropriate individual or department, taking messages accurately and promptly.

2. Appointment Scheduling and Calendar Management:

• Coordinate appointments and meetings for lawyers and staff, managing schedules efficiently to ensure smooth operations.
• Update and maintain the firm's calendar, scheduling court dates, client meetings, and internal events as needed.

3. Client Communication and Interaction:

• Act as a primary point of contact for client inquiries, providing information, assistance, and directing clients to the appropriate legal professionals.
• Handle client intake procedures, including gathering necessary information and documents for initial consultations.

4. Administrative Support:

• Assist with administrative tasks such as data entry, filing, photocopying, and scanning documents to maintain organized records.
• Prepare and distribute internal communications, memos, and correspondence on behalf of the firm.

5. Office Maintenance and Organization:

• Maintain a tidy and organized reception area, ensuring it reflects a professional and welcoming atmosphere.
• Monitor office supplies inventory and place orders as needed to ensure efficient office operations.

6. Legal Document Processing:

• Assist with formatting, proofreading, and editing legal documents, correspondence, and reports under the direction of legal professionals.
• Coordinate document filing, storage, and retrieval, adhering to document management policies and procedures.

7. Coordination with Support Staff:

• Collaborate with paralegals, legal assistants, and other support staff to ensure seamless workflow and effective communication within the firm.
• Provide backup support to other administrative roles during absences or peak workloads.

Bookkeeping Duties

1. Managing Financial Records:

• Maintain accurate and up-to-date financial records, including client billing information, expenses, and receipts.
• Input and update financial data into accounting software to ensure timely and accurate record-keeping.
• Reconcile financial statements and bank accounts to identify discrepancies and ensure financial accuracy.

2. Client Invoicing and Billing:

• Generate and send invoices to clients for legal services rendered, ensuring accuracy in billing and adherence to billing guidelines.
• Monitor and follow up on outstanding invoices, liaising with clients regarding payment inquiries and overdue accounts.
• Record payments received and allocate them to the appropriate client accounts.

3. Expense Management:

• Track and categorize office expenses, such as office supplies, utilities, and professional services.
• Reconcile credit card statements and petty cash accounts, ensuring all expenditures are properly documented and accounted for.

4. Trust Account Management:

• Assist in managing client trust accounts, ensuring compliance with legal and ethical regulations regarding client funds.
• Prepare trust account reconciliations and reports to maintain transparency and accuracy in financial transactions involving client funds.

5. Financial Reporting:

• Generate financial reports for management or partners, providing insights into the firm's financial performance, budget adherence, and cash flow projections.
• Prepare month-end and year-end financial statements for internal review and external audits, if necessary.

6. Compliance and Record-Keeping:

• Ensure compliance with regulatory requirements and internal policies related to financial transactions, including client confidentiality and data protection.
• Maintain organized and secure financial records, both in physical and electronic formats, for easy retrieval and reference.

Requirements:

• High school diploma or equivalent
• Previous experience in a receptionist or bookkeeping role preferred
• Proficiency in MS Office and basic accounting software
• Strong attention to detail and organizational skills
• Excellent communication and interpersonal abilities
• Ability to work independently and as part of a team

If you meet the requirements and are interested in joining our team at Chin and Orr Lawyers, please submit your resume and cover letter outlining your qualifications for the position.

We thank all applicants for their interest in Chin & Orr Lawyers; however, only those candidates selected for interviews will be contacted.

Chin & Orr Lawyers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Salary: $16.55-$19.00 per hour

Expected hours: 37.5 per week

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Bookkeeping: 1 year (preferred)

Language:

• English (required)

Ability to Commute:

• Midland, ON L4R 1V8 (required)

Ability to Relocate:

• Midland, ON L4R 1V8: Relocate before starting work (required)

Work Location: In person