Job Description

Office Administrator

Bergeron Clifford Injury Lawyers

Kingston, ON | Full-time | In office

Office Administrator Position:

We are a busy personal injury law firm looking for a reliable

Office Administrator

to assist with the day-to-day administrative operations of the office.

This is a hands-on role focused on office organization, front desk support, hiring coordination, file administration, and staff support. The Office Administrator works closely with HR, Marketing, legal teams and staff to keep the office running smoothly.

What You Will Do:

Front Desk & Daily Office Support

Greet clients, visitors, and service providers Answer and direct phone calls Receive and distribute mail, couriers, and deliveries Keep the reception area clean and presentable Prepare intake kits Assist walk-in clients when needed Create and maintain reception and intake schedules
Administrative & File Management

Open and close client files accurately Maintain file lists, trial lists, and storage records Prepare basic monthly and annual reports (file counts, intake numbers) Coordinate off-site file storage and file destruction Ensure files are properly closed and compliant with Law Society rules
Hiring & HR Administration

Create and post job ads (Indeed and similar platforms) Review applications and help shortlist candidates Schedule interviews and assist with hiring coordination Prepare offer letters and onboarding paperwork Maintain employee records, training records, vacation, and leave tracking Support onboarding and offboarding of staff
Accounting & Expense Support

Distribute paystubs and cheques Track and reconcile firm credit card expenses Assist with basic financial tracking and year-end organization
Office Operations

Order office, kitchen, and washroom supplies Track office equipment, keys, and access cards Arrange routine service calls when needed (IT, maintenance, utilities) Pass invoices, quotes, and issues to management or accounting
Systems & General Support

Set up and remove staff access to firm systems Help troubleshoot basic administrative or system issues Coordinate with IT support when required Provide day-to-day administrative support to teams and staff
What We're Looking For

Strong organization and attention to detail Clear, professional communication Comfort handling confidential information Ability to manage multiple tasks and deadlines Solid computer skills and willingness to learn firm systems

Qualifications

Office Administration diploma, Business Administration diploma, or equivalent work experience Experience in an office administrator, office manager, or senior administrative role Law firm experience is an asset but not required
How to Apply

Please apply through Indeed with your resume and a short personalized (non-generic) cover letter addressed to Heidi Bergeron, LL.B.

Materials containing spelling, grammar, or formatting errors, generic cover-letters or ChatGPT/AI-generated materials will not be considered.

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care On-site gym On-site parking Paid time off RRSP match Vision care
Work Location: In person