Job Description

Are you looking to work with a collaborative, innovative, and highly effective team? If so, we would love to hear from you!

Who We Are:

Mann Lawyers LLP is a growing Firm of over 35 lawyers that practice in family law, litigation, business law, wills and estates, real estate, employment, and environmental law. We provide clients with top-notch legal services and strive for success, not only in legal terms but also in life. We work hard to ensure that our culture is inclusive of all. We promote authenticity and celebrate diversity.

Our 30 + years of delivering compassionate, intelligent, and thoughtful advice with integrity, demonstrates our unparalleled ability to forge long-term client relationships. That quality of thought and action extends to our clients but also to our team members and out in the communities we feel lucky to be part of.

The Role:

We are seeking a legal administrative assistant to join our Litigation team in our Ottawa office.

This is a team-oriented and client-focused role. We have a strong, dedicated, and collegial team, with excellent supports in place to allow you to perform this vital role.

KEY RESPONSIBILITIES

Reporting to the Practice Leads for the Commercial Litigation, Estate Litigation, and Employment Law groups, the successful candidate will support our growing practice by assuming the following responsibilities:

General Administrative Support:

Under the direction of the Practice Leads, provide administrative assistance to lawyers and law clerks, managing daily office tasks and ensuring smooth operation of the practice group; Handle and prioritize multiple tasks and requests; Complete conflict searches for the practice groups and liaise with the requestor and/or responsible lawyer to manage results; Open and close client files; Open and close client files in department-specific programs/software, such as ACL; Send/receive couriers for the practice groups, get documents ready for pick-up, prepare client acknowledgements, etc.; Act as a back-up for the preparation of practice group meeting Minutes; Assist with the setup of technology for virtual hearings, meetings, conferences, etc.
Document Management:

Assist with data entry, copying, printing, scanning and binding documents;
Calendar Management and Scheduling:

Assist in scheduling conferences, internal team discussions, and group CLE/CPDs;
Client Interaction and Communication:

Serve as a point of contact for potential clients (cold calls), answering procedural questions, and sending client intakes and quotes; Prepare and manage client retainer agreements; Handle incoming calls, emails, and inquiries in a professional and timely manner; Coordinate communication between clients, external parties (e.g., courts, government agencies, outside counsel), and the team; Maintain professional relationships with clients, assisting with their needs as they arise;
Billing and Financial Support:

Assist with preparing client billing documents, including time entry, invoicing, sending accounts, answering questions, and accounts receivable; Prepare an active file list (from Soluno or any subsequent application) for every lawyer in each group every three (3) months;
Ad Hoc Administrative Tasks:

Provide back-up reception coverage, on an as-needed basis, if the receptionist and their back-ups are absent by professionally receiving visitors and clients, transferring calls and messages, and directing traffic throughout the work day; Assist with scheduling and hosting (via Zoom and/or Teams) Lunch and Learns, guest speakers, etc.; Handle incoming and outgoing mail, deliveries, and office correspondence; Provide back-up with placing service calls with building management; Support the legal team with ad hoc projects, including special assignments, event planning, and internal communications; Under the direction of the Practice Leads, perform other administrative duties as required by lawyers or team members; Join Firm-wide committees and assist with scheduling and setting up social events, including but not limited to, cake days, potlucks, team-building activities, etc.; Schedule departmental CPDs/CLEs, save materials in the designated CPD/CLE folder, and distribute materials to the group and/or attendees, as required, set-up boardrooms, etc.; Manage Holiday greeting card lists and coordinate signatures for the practice group; Coordinate with the Office & Marketing Manager for practice group-specific events and activities; Coordinate bookings and travel for members of the practice group, as-needed; and Other duties, as assigned.

REQUIREMENTS

Knowledge & Skills

Knowledge of legal terminology, court procedures, and document formats in Ontario, Canada; Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal software (e.g., document management systems); Excellent written and verbal communication skills; Exceptional attention to detail and the ability to manage multiple tasks simultaneously; Strong organizational and time-management skills; Ability to maintain confidentiality and handle sensitive information with discretion; Ability to work both independently and as part of a team in a fast-paced, deadline-driven environment; Experience with billing (e.g., Soluno); Ability to work collaboratively in a workplace with dignity and respect; Strong client service orientation, with an understanding of the importance of responsiveness and professionalism; Excellent problem-solving abilities and a strong work ethic; and Proactive, resourceful, and able to handle a variety of tasks efficiently.
Education & Work Experience

A minimum of post-secondary education in the field (I.e. Law Clerk, Paralegal, Office Administration (legal), or equivalent); and No work-related experience is required. Recent graduates of the Office Administration (legal), Law Clerk, Paralegal, or equivalent, are encouraged to apply
Other

Must be able to work in the office (some remote work may be possible, based on Firm, client, and departmental needs); and Being tech-savvy and having experience using Net Documents would be a bonus!

Expected Compensation

Salary is commensurate with experience.

Health benefits are provided, and a retirement plan is available after your first three months of employment.

Applications & Accommodations

Mann Lawyers is committed to creating an inclusive workplace by providing a barrier-free recruitment and selection process. We are happy to provide reasonable accommodations throughout the selection process and while working at Mann Lawyers. If you have an accommodation request, require material in an accessible format, or need additional support with the application process, please contact us. We welcome the opportunity to discuss your accommodation request and ensure fairness in our hiring process.

Mann Lawyers' Commitment

Mann Lawyers is committed to creating and maintaining a positive and inclusive environment for all individuals in the workplace. It is our policy to make decisions on hiring, promotions, rewards and other human resources issues based on merit (including a person's qualifications, ability and performance). We welcome applications from all qualified candidates.

Only candidates considered for the position will be contacted.

Thank you for your interest in Mann Lawyers LLP.

Job Types: Full-time, Permanent

Pay: From $45,000.00 per year

Benefits:

Dental care Disability insurance Employee assistance program Extended health care Life insurance Paid time off Vision care
Ability to commute/relocate:

Ottawa, ON K1Y 4S1: reliably commute or plan to relocate before starting work (required)
Education:

DCS / DEC (required)
Experience:

Law Firm: 1 year (preferred)
Work Location: In person