Administrative Coordinator
Edmonton, AB
Full-time
Job Purpose
Reporting to the Operations Officer, the Administrative Coordinator is responsible for coordinating and supporting a variety of tasks and responsibilities to improve operational efficiency by streamlining processes and procedures for the leadership team. This position will have frequent communication with clients in following up on required documentation and coordinating timely processing of work. The AC will be a reliable self-starter who is eager to support a fast and innovative team. This position will require a high level of organization, motivation, attention to detail and a passion for helping and maintaining excellent relationships to ensure the organization runs efficiently.
Key Duties & Responsibilities
§ Providing administrative support to the Principal, leadership, and team at HGA Law LLP.
§ File opening, and maintenance
§ File closing, including preparing Project Completion Report and Trust Ledger Report
§ Arranging Couriers
§ Expense Reconciliation
§ Monthly follow up on Accounts Receivable over 30 days
§ Preparing and processing legal documentation packages and other related forms
§ Assisting with and monitoring workflow to ensure timely response to inquiries and time-sensitive deadlines
§ Managing correspondence and other documents of a confidential and sensitive nature
§ Preparing presentations, correspondence and other communications using Microsoft Office applications § Other administrative duties as required§ Document Digitization, Maintaining filing systems and monitoring files requiring follow-up review
Qualifications
Education and Experience:
- Diploma or Degree in Administration, Office Management, Law, Business, or related area
- Minimum of 3 years of experience in an office administrative role
- Minimum of 2 years of experience in a law office, preferred
- Ensures professionalism in all aspects of work
- Excellent communication, verbal, written and presentation
- Excellent attention to detail and demonstrated ability to take initiative
- Ability to work on multiple priorities at once and capable of switching tasks as needed
- Ability to work under pressure and ensure all tasks are completed on time and within company policy and procedures
- Ability to work in collaboration with all members in the office, as well as independently
Skills & Knowledge:
- Knowledge of general office processes and procedures
- Excellent computer skills
- Excellent communications, both oral and written
- Focus on client service orientation
- Consistently demonstrates trustworthiness and integrity
- High degree of attention to detail
- Ability to excel in a team environment, and working individually
- Ability to problem solving individually, and use judgement to raise awareness of challenge, or complex challenges
- Strong organization and time management skills
- Willingness to take initiative
- Ability to make sound judgement calls, based on experience and critical thinking
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