Why become a Fogler, Rubinoff (“FR”) team member?
At FR, one of our fundamental objectives is to keep our employees and their families healthy—physically, emotionally, and financially. To ensure the health and wellness of all our team members, we offer our Law Clerk, Staff and Support team members a comprehensive benefits package which includes extended health, dental, “flex” health care spending, disability insurance, a robust Employee and Family Assistance Program, an annual fitness allowance and an RRSP matching program.
Our team members receive a generous Time Away from Work package, including flexible paid Personal Time Off, Volunteer time, paid Birthday, Moving Day, and more.
We believe in recognizing and rewarding our team members through our Milestone Anniversary Bonus program and our monthly acknowledgement of service excellence through our peer-to-peer “FRecognition” program. All team members enjoy complimentary on-site breakfast and snacks twice a week, and are invited to attend our annual events such as our Summer Gathering, Staff Appreciation Week, and our Holiday party.
We support continued professional development and encourage professional and personal growth through our “FR Academy”, a learning management system offering a variety of online educational modules that cater to enhancing our internal training and learning culture.
Administrative Assistant
We are currently seeking a hands-on Administrative Assistant to join our team. The Assistant will provide exceptional service to all internal and external clients of the Firm as a member of the administrative team, as well as acting as the back up to our Hospitality and Reception teams. The successful candidate will demonstrate initiative, have strong communication and organizational skills, and the ability to work both independently and as part of a team. This role requires being on site 5 days per week.
Hours of Work: Monday to Friday, primary hours are 9:00am – 5:00pm, but must also be available for 8:00am – 4:00pm and 10:00am – 6:00pm shifts during coverage periods.
Duties and Responsibilities:
Administration (Primary):
- Assist with retrieving boxes and files from various floors and delivering them to our Records Department;
- Provide support with the organization and moving of files;
- File openings and analyzing and interpreting database findings on new clients, file closings;
- Retrieval of files;
- Prepare Closing Reports ;
- Take inventory of files;
- Assist with internal office moves and relocations;
- Scanning files and storing in electronic document management systems;
- Assisting with the destruction of paper files; and
- Other tasks as required.
Reception & Switchboard (Frequent coverage and back up support):
- Responsible for daily coverage of reception during the lunch break period;
- Responsible for providing back up coverage to reception during vacations or other time off (opening shift: 8:00am – 10:00am; or full shift from 10am-6pm);
- Manages meeting room bookings;
- Greets clients and guests;
- Answers and directs phone calls, takes messages and responds to new and existing client inquiries in a timely manner; and
- Manages all general inquiries via telephone and email.
Hospitality Services (Occasional coverage and back up support):
- Maintains the main kitchen, serveries, and lunchroom by ensuring that all appliances are operating properly, necessary supplies are fully stocked, and that sinks, refrigerators, microwaves, and countertops are clean and sanitized;
- Ensures that all boardrooms are kept clean, stocked, and organized at all times;
- Prepares boardrooms with food and beverage set up as required, refresh beverages as needed and cleans/sanitizes after meetings;
- Report any damages to Facilities Coordinator (for example carpet stains, broken furniture, ceiling tiles, lights out, etc.);
- Assists with FR Café – breakfast and snack set up, picking up/sourcing items from local grocery store;
- Adheres to firm guidelines on cleaning, ensures best practices and service standards are being met; and
- Monitors stock levels and maintains storage rooms/areas and assists with placing any supply orders as required.
Qualifications:
- 1-3 years of relevant experience within a professional services environment;
- Experience in a customer/client service role, including front desk or reception, would be considered an asset;
- A positive, professional, upbeat personality and the ability to interact with clients and members of the firm in a sensitive, tactful, diplomatic and professional manner;
- Superior telephone manners and strong interpersonal skills;
- Strong time management skills with the ability to meet deadlines and juggle multiple priorities with ease;
- Demonstrates good judgement and comfortable seeking advice and guidance from other team members when necessary; and
- Possesses intermediate Microsoft Office skills (Word, Excel, Outlook, contacts, calendar).
Required Physical Ability:
- This position requires moderate to considerable physical activity, including but not limited to:
- Frequently operate small office equipment such as a computer, tablet, and copier/printer, telephone;
- Frequently requires manual dexterity speed and hand/eye coordination for work at a computer;
- Frequently standing or walking for extended periods, climbing ladders, bending and squatting; and
- Frequently lifting up to 10 lbs, sometimes required to lift up to 40 lbs.
Want to join our FR team?
Interested candidates are invited to submit a detailed resume in confidence to [email protected]. Please let us know how you found our job posting in your e-mail. We thank all applicants for their interest, but only those candidates selected for an interview will be contacted.
Fogler, Rubinoff LLP is an equal opportunity employer, committed to an inclusive and diverse workplace. We welcome applications from people with diverse backgrounds, identities, and cultures. Fogler, Rubinoff LLP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.