Administrative Officer

Conroy Scott LLP

About Conroy Scott LLP

Conroy Scott LLP is a relationship‑driven law firm built on a People First philosophy. We believe that when our people are supported, trusted, and able to collaborate effectively, they deliver better outcomes for our clients.

Our firm culture is defined by collegiality, cooperation, and professionalism. We support work‑life balance through flexible scheduling, strong inter‑office support, and a management approach that is structured but intentionally lean. Our team is encouraged to share ideas, improve processes, and contribute to positive change without unnecessary bureaucracy.

This internal culture directly shapes how we serve our clients. We are committed to ensuring clients feel heard, understood, and confident in us as part of their team. Known for our responsiveness and broad range of expertise, we take a relationship‑based approach, working collaboratively to deliver practical legal services tailored to each client’s specific needs.

Position Summary

Conroy Scott LLP is seeking a bilingual Administrative Officer to oversee the firm’s day‑to‑day administrative, office functions in its Sudbury office.

This role is responsible for ensuring the office operates smoothly and professionally, supporting lawyers and staff so they can focus on delivering excellent client service. The Administrative Officer will manage general office operations, vendor relationships, accounts payable and receivable, and administrative tasks.

As part of a planned transition, this role replaces a part‑time administrator and will work closely with the Managing Partner and the firm’s CAO. The Administrative Officer reports directly to the CAO.

Key Responsibilities

Office & Administrative Operations

• Oversee the day‑to‑day functioning of the office
• Manage office supplies, equipment, and employee amenities
• Coordinate facilities and general office maintenance
• Maintain organized administrative records and procedures
• Identify opportunities to improve administrative processes and workflows
• Manage the matter closing process

Vendor & Service Provider Management

• Manage relationships with external service providers, including:
• Cleaning services
• Managed IT provider
• Phone and internet providers
• Postage and mailing services
• Landscaping, snow removal
• other vendors
• Coordinate services, monitor performance, and escalate issues as needed

Financial Administration (In coordination with the CAO)

• Process and manage accounts payable and accounts receivable
• Support client billing and invoicing processes
• Track payments and follow up on outstanding accounts
• Maintain accurate administrative and financial records

Human Resources Support

• Coordinate onboarding and offboarding of employees
• Administer employee perks and internal programs
• Support performance management and policy administration
• Assist in maintaining a positive, respectful, and collaborative workplace culture

Front Office & Communications

• Oversee the firm’s telephone switchboard and reception functions, ensuring incoming calls and inquiries are handled professionally
• Support a welcoming and professional client and visitor experience
• Complete client ID verification where required

Qualifications & Experience

• Experience in office administration, firm administration, or operations (professional services or legal environment preferred)
• Familiarity with billing, accounts payable, and accounts receivable processes
• Strong organizational and time‑management skills
• Comfortable managing vendors and coordinating external service providers
• Professional, reliable, and discreet
• Ability to work independently while collaborating with firm leadership and staff
• Ability to serve clients in both French and English is strongly preferred

Why Join Conroy Scott LLP

• Professional and collegial work environment
• Meaningful role supporting both people and client service
• Direct interaction with firm leadership
• Opportunity to contribute ideas and improve how the firm operates
• People First culture that values trust, collaboration, and balance