Legal Receptionist

About The Firm

Our client is a well-established mid-size law firm in Vaughan with a strong reputation and an expanding practice. The firm is known for its collaborative culture, supportive leadership, and commitment to excellence.

Position Overview

The firm is seeking a professional and dependable Legal Receptionist to join their team in Vaughan. Serving as the primary ambassador for the firm, this role manages front-of-house operations while providing essential administrative and office support. The ideal candidate brings exceptional client-service instincts, strong organizational abilities, and proactive initiative to ensure reception, client meeting spaces, and daily office workflows operate seamlessly.

Key Responsibilities

• Front-of-House Concierge: Warmly greet clients, visitors, couriers, and maintain a welcoming, professional reception environment.
• Switchboard & Call Management: Answer, screen, and route incoming multi-line telephone inquiries promptly, taking detailed messages and directing calls to lawyers and legal assistants.
• Boardroom & Meeting Coordination: Manage the firm's master boardroom schedule; prepare meeting rooms before client signings, discoveries, or mediations; ensure presentation technology is ready; and reset rooms immediately afterward.
• Mail & Courier Operations: Process, log, and distribute all incoming and outgoing mail, legal documents, process servers, and time-sensitive courier deliveries.
• Office & Facilities Administration: Monitor and replenish kitchen and office supplies, maintain inventory levels, liaise with building property management and office equipment vendors, and keep common areas tidy and presentable.
• Clerical Support: Assist practice groups with light administrative overflow, including scanning, photocopying, basic document formatting, and assembling client packages as required.

Core Competencies

• Professional Discretion: Presents an executive image with an ability to handle confidential legal matters with tact and confidentiality.
• Proactivity & Attention to Detail: Anticipates meeting needs, notices organizational gaps
• Exceptional Communication: Professional and responsive in both verbal and written interactions with clients, partners, and external vendors.
• Reliability & Multitasking: Capable of balancing greeting guests, managing ringing lines, and completing administrative tasks smoothly in a busy office setting.

Qualifications

• Minimum 3+ years of reception or administrative support experience, preferably within a law firm, professional services, or corporate office environment
• Post-secondary diploma in Office Administration, Legal Administration, or a related discipline is considered an asset
• Experience with multi-line phone systems and conference room booking procedures
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel) and general office equipment (scanners, copiers)
• High degree of dependability, punctuality, and professionalism

Why This Opportunity

• Join a reputable mid-size law firm with a collaborative, respectful, and supportive culture
• Be a central, valued contributor to the day-to-day operations of an expanding legal practice
• Work in a modern, professional Vaughan office location with accessible parking