Career Opportunity

Receptionist – Admin Assistant

ABOUT US:
We’re a fast-paced, forward-thinking, and client-focused boutique law firm based in Burnaby, B.C., with a reach that goes far beyond Canada’s borders. We focus on immigration, refugee, refugee and administrative law.

ABOUT THE ROLE:
You will report directly to the Operations Manager and assist with a range of administrative tasks. The successful candidate will gain meaningful, hands-on experience in how a law firm operates, from client intake to closing client matters. This role will work closely with the Operations Manager to execute day-to-day tasks and support their responsibilities.

This role is not only administrative but also client-facing. You will be the welcoming and trusted first voice of our firm, setting the tone for each client’s experience from the very beginning. You will be communicating with prospective clients by phone, email, and in person. You will guide them through the intake process and triage their needs to ensure they are scheduled with the appropriate lawyer for an initial consultation.

WHAT YOU’LL DO:
The successful candidate will be expected to perform a range of duties under the supervision of the Operations Manager, including but not limited to:

Reception and Client Experience

• Greet and assist clients and visitors in a professional and confidential manner
• Use your communication skills to serve as the first point of contact for new clients, guiding them through the firm’s intake process with compassion and professionalism.
• Schedule consultations and handle intake (manual + auto bookings) in a timely manner, from initial inquiry to signed retainer.
• Manage firm communications for retained clients including incoming calls, voicemails, emails, couriers, and mails
• Maintain a tidy, organized, and welcoming reception area

Administrative Support

• Prepare, collect documents, and submit ATIP requests and information consent forms for retained clients
• Draft emails, routine letters, retainer agreements, open/close client matters and prepare consultation invoices
• Support with client file organization, downloads, and BF deadlines
• Support lawyers and the operations team in daily office operations
• Support with social media marketing and planning firm social events
• Manage office and kitchen supply inventory, place orders, and coordinate deliveries
• Other admin tasks as needed

WHAT WE’RE LOOKING FOR：

• Experience in a reception, client service, or administrative role
• Bonus: You have previous experience working in a law firm
• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams)
• Exceptional communication and customer service skills where you can connect and influence client during challenging moments.
• Highly organized and detail-oriented, ensuring accuracy, clarity, and completeness in all tasks
• Quick learner and strong problem-solver
• Can juggle multiple priorities in a fast-paced environment
• Can work under pressure and manage competing deadlines
• Proactive, accountable, and a strong team player
• Fluency or professional working proficiency of a second language is an asset

REMUNERATION AND BENEFITS:

• Salary range: CDN $42,000 – CDN $55,000/year commensurate with experience
• Extended health and dental benefits
• Paid vacation
• Performance-based annual bonus opportunity

HOW TO APPLY:
Email operations@heronlaw.ca with:

• A short cover letter (12-point font, Times New Roman, max. 2 pages)
• Your resume
• Subject line: LAST NAME – Receptionist/Admin Assistant Job Application – HLO

Applications will be reviewed on a rolling basis.