Legal Receptionist

About Our Client

Our client is an established, busy law firm serving clients throughout Ontario, with a strong focus on Real Estate Law. The firm takes pride in providing professional, responsive legal services and building lasting relationships with its clients.

The Opportunity

Our client is looking for an organized, personable, and motivated Legal Receptionist / Administrative Assistant to join their Thornhill office on a permanent, full-time, in-office basis.

This is more than a front desk role. Greeting clients and answering calls are important, but much of your day will be spent on hands-on real estate file administration: opening and organizing files and making sure important details and deadlines are properly managed.

Responsibilities include client intake, coordinating ID verification, opening new files, and reviewing Agreements of Purchase and Sale to identify key information such as parties, property details, purchase price, closing dates, and conditions.

The office handles a high volume of real estate transactions and the pace is fast. You will regularly balance phone calls, client visits, and file work at the same time, so the ability to stay organized, manage shifting priorities, and remain calm under pressure is essential.

You will have the opportunity to learn the firm's processes and develop your knowledge of real estate law administration. Lawyers and law clerks are often busy, so you should be comfortable taking detailed notes, following established procedures, using good judgment, and working independently.

This is a great opportunity for someone who thrives in a busy environment, learns quickly, takes pride in their work, and is interested in building a long-term career in real estate law.

Key Responsibilities

Reception & Client Service

• Welcome clients and visitors in a friendly and professional manner.

• Answer incoming phone calls and direct inquiries appropriately.

Client Intake & Real Estate File Administration

• Assist clients with completing intake forms and gathering required information.

• Send out and coordinate client ID verification through the firm's verification program.

• Review Agreements of Purchase and Sale and identify key details, including parties, property information, purchase price, closing date, and conditions.

• Open new files in Unity and accurately enter relevant information.

• Track closing dates and other deadlines, prioritize files accordingly, and flag urgent matters to the team.

• Enter and update information in Soluno (accounting software).

General Office & Administrative Support

• Complete bank runs and handle incoming and outgoing mail and courier deliveries.

• Provide general administrative support to lawyers and law clerks.

• Keep the reception area and office organized and presentable.

• Handle confidential client information and legal documents with care and discretion.

• Take detailed notes when learning new procedures and apply instructions consistently.

Qualifications

• Previous experience in a legal office, real estate office, or administrative/reception role is an asset.

• Experience in real estate law is a strong asset.

• A Legal Administrative Assistant diploma is an asset.

• Strong communication skills and a professional, welcoming phone manner.

• Excellent organizational skills and attention to detail.

• Comfortable managing multiple responsibilities and adjusting priorities throughout the day.

• Able to remain calm, professional, and approachable in a fast-paced, high-pressure office environment.

• A quick learner who is comfortable taking direction and becoming familiar with new systems and procedures.

• Strong note-taking skills and the ability to remember and consistently apply instructions.

• Able to work independently, use good judgment, and take initiative when appropriate.

• Comfortable working under tight deadlines and recognizing which tasks require attention first.

• Dependable, professional, and enjoys being part of a team.

• Experience with Unity and/or Soluno is an asset.