Office Coordinator

Are you highly organized and strive on making sure others are in the right place at the right time as well as keeping things up to date?

We are a mid-size, national, and innovative Law Firm seeking an Office Coordinator.

In this role, you will provide administrative and organizational support for the management team.

The Main Responsibilities of the Office Coordinator will include:

Office Space, Reception & Facilities (On-Site)

• Provide front desk reception, including answering incoming calls and assisting visitors in person
• Pick up and attend to mail and post-office matters
• Arrange couriers and attend to requests outside the office

Facilities & Space Management

• Keep office space, kitchen, and common areas tidy and organized
• Coordinate with cleaners
• Keep fridge stocked
• Maintain and stock office supplies and inventory
• Coordinate with landlord regarding office matters

Executive, Management & Team Administrative Support

• Provide administrative support to the management team
• Support team members, client, and lawyer requests
• Arrange occasional travel needs and itineraries
• Arrange meetings and manage Zoom/Teams bookings
• Take meeting notes and maintain agendas where required
• Prepare and submit expense reports

Meetings, Events & Internal Coordination

• Schedule and coordinate meetings, including room reservations and catering/lunch arrangements
• Support internal and external events (such as town halls, retreats, seminars, and firmwide events)
• Support projects and special initiatives as needed

Client Interaction & Onboarding

• Interact with new clients
• Track KYC (Know Your Client) onboarding information and support Conflict Checks
• Send engagement letters as needed
• Act as a key resource for the team by independently seeking answers, taking initiative, and leveraging internal networks to resolve issues
• Support Finance Department with communications related to Accounts Payable and Accounts Receivable
• Support the Finance department with AR and AP

Documentation, Records & Firm Organization

• Scan and print documents
• Maintain files, databases, and master lists
• Update and maintain various spreadsheets
• Keep the firm organized online
• Respond to report requests
• Administer Various Technologies as needed

Systems, Digital & CPD / Webinar Support

• Manage Zoom/Teams meetings for CPD sessions, including setup, recording, video handling, and distribution
• Provide support for webinars (recording, editing, attendance tracking)
• Provide vendor CRM support when needed

Marketing & Communications Support

• Support blog posts, newsletters
• Prepare and edit presentations and correspondence, including grammar, punctuation, and phrasing

Other Duties & Special Projects

• Attend to ad hoc office and business requests
• Support special projects as they arise
• Perform other duties based on evolving business needs

What Will You Bring To The Role?

• Ideally 2 years of administrative experience.
• College level diploma or University Degree.
• Experience in an office environment, ideally in a similar administrative position.
• Proficient in MS Office, Excel and PowerPoint, and comfort with learning various tech platforms.
• Excellent customer service skills and exceptional attention to detail.
• Excellent writing skills.
• Effective and professional communicator.
• Able to work independently with a variety of individuals and teams.
• Highly organized, with strong multi-tasking skills.
• A self-starter and problem solver, with the flexibility to adapt to situations and pivot tasks as needed.
• Perform well under pressure.
• Comfortable with change and shifting priorities.

Why Caravel?

• Work with experienced professionals on interesting and varied projects with opportunities to grow professionally.
• Great work life balance and friendly work environment.
• Competitive Health Benefits.
• Group RRSP.
• Healthcare Spending Account.
• Professional Development Allocation.
• Volunteering Time.

This role is full-time, and on-site (4 days a week in office and 1 day remote), working in the downtown Toronto office.

Interested?

Please submit your resume and a thoughtful cover letter conveying your interest. Please tell us what your superpower is so we know you pay attention to the details, along with your salary expectations.

Please do not send unsolicited emails or messages to members of the team and only submit your application ONCE through our HR portal (and not via email).