Job Description

Overview

We're looking for an

Office Administrator & Receptionist

who takes pride in keeping a professional office organized, running smoothly, and welcoming clients with warmth and professionalism. This is a dynamic, full-time role in a

downtown Ottawa

law office with multiple lawyers, offering a wide variety of work, benefits, and the opportunity to become a key part of the day-to-day operations.You'll handle core administrative duties over two businesses, coordinate schedules, manage communication, and support the flow of work across the office -- all while maintaining a warm, professional presence when welcoming clients. While this is

not

a Legal Assistant position, you will provide light administrative support to files and may support more than one lawyer. If you thrive in a professional services environment, enjoy being the organized centre of the office, and want a role you can grow into and stay with long-term, this is an excellent fit.

Key Responsibilities

Open and occasionally close the office, ensuring a tidy and professional environment Greet clients and manage reception duties with professionalism and warmth Manage incoming email, mail, packages, and general correspondence including advising recipients when mail arrives. Maintain calendars, schedule appointments, and coordinate meetings (including Teams) Answer and route telephone calls, taking clear and accurate messages Provide administrative support to multiple lawyers as needed Prepare and send basic correspondence (emails, letters, confirmations) Perform data entry and maintain accurate office and client records Scan, organize, and file documents (digital and paper) Assist with billing support tasks Maintain office supplies, printer data, and general administrative upkeep Support office operations using tools such as

Microsoft Office

,

SharePoint

, and other internal systems Attend office meetings and assist with various administrative tasks as required Provide light support on legal files (printing, organizing, sending/receiving documents) Other duties as required to support smooth office operations

Experience & Skills

Minimum 2-3 years' experience

in an administrative or office support role within a

professional services environment

Strong organizational and administrative skills, with excellent attention to detail Professional, warm, and confident communication skills (written and verbal) Strong phone etiquette and ability to welcome clients with professionalism Proficiency with

MS Office (Word, Outlook)

and comfort working with digital filing systems (SharePoint experience is an asset) Ability to prioritize multiple tasks, anticipate needs, and keep the office running smoothly A calm, reliable presence who enjoys administrative work and takes pride in doing it well

Job Details

Job Type:

Full-time, Permanent

Location:

Downtown Ottawa (In-person)

Benefits:

Extended Health Care

Environment:

Professional services office with multiple lawyers and a collaborative team

About Us

We are a

downtown Ottawa law office and Law Chambers

focused on delivering client-centred results with clarity, efficiency, and professionalism.

The main law office's main practice area includes

civil litigation

,

personal injury

,

criminal defence

and

notary services

, supported by an organized and collaborative administrative team.

We maintain a structured, professional environment where communication and organization are essential. If you enjoy being the backbone of office operations and contributing to a smooth, well-run workplace, you'll find a strong fit here.

Location, downtown Ottawa.

Start date early January 2026 or sooner.

Job Type: Permanent

Pay: $35,000.00-$55,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care Life insurance Vision care
Application question(s):

What was the best job you've ever had? Why did you like it so much? What was your least favorite job? What did you NOT like about it? Who was the best supervisor or manager you've had? What characteristics made that person a good manager? Think of the WORST supervisor or manager you've had. What characteristics made that person a POOR manager? What are your greatest strengths? As your skills and abilities relate to your work experiences, what are the areas for improvement? What traits or characteristics do you most admire in co-workers? What traits or characteristics do you most DISLIKE in co-workers? If you won ten million dollars in the lottery, would you choose to work? What would you do with your time? What was the funniest thing that ever happened to you at work? What do you think is the most difficult part of managing a function and people? Imagine you have been on your feet and working hard all day. A customer you are assisting is rude and impatient, what do you do? As part of our company policy, it is standard procedure to perform a criminal background check on someone we are considering for employment. Would you object to such a procedure?
Experience:

legal assistant: 3 years (required)
Work Location: In person