Position Overview
The Receptionist is acting as the first point of contact for internal and external clients, playing an important role in creating a professional and welcoming environment.
Key Accountabilities
Client Reception & Communication
- Greet clients and visitors in a courteous and professional manner, ensuring their needs are promptly addressed.
- Answer and direct incoming telephone calls, taking accurate messages and providing information as needed.
- Manage incoming and outgoing mail, courier packages, and cheque requisitions.
Office & Facility Coordination
- Schedule and manage bookings for boardrooms and visitor offices, ensuring availability and readiness.
- Issue and track access cards for employees and visitors.
- Submit and follow up on service requests to building management (e.g., maintenance, cleaning, repairs).
Event & Travel Support
- In collaboration with the events team, assist with the planning and execution of client events, including logistics, setup, booking and coordination of vendors.
- Support internal departments with logistics for client events, including catering coordination, managing guest lists, distributing invitations, and tracking RSVPs.
Administrative Support
- Provide backup coverage for the Client Services Representative during breaks/lunches, vacations, and absences.
- Liaising with assistants to coordinate and confirm travel arrangements and office requirements upon arrival.
- Maintain accurate records and documentation related to administrative and client service functions.
Attributes & Experience
- 1-2 years related experience within a law firm or professional services environment.
- Proficient in MS Office product suite.
- Proven technical aptitude to operate and troubleshoot equipment including; presentation equipment, teleconference units, video conference units, microphones, computers, fax machines, photocopiers, and switchboard phones.
- Strong client service orientation combined with the ability to manage multiple client needs at the same time.
- Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization, in both English and French.
- Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
- Exceptional organizational skills with the ability to handle multiple tasks simultaneously.
- Proven ability to work in a fast-paced environment and under tight deadlines with accuracy and exceptional attention to detail.
- Must be flexible and a self-starter who is capable of working both independently and in a group setting.
Additional information
This position will be in the office 5 days per week.
This job posting is for an existing vacancy.
Salary will be determined based on the candidate’s skills, experience, and qualifications.
We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.
At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources at jtavares@torys.com.
All offers of employment are subject to background checks. This process includes criminal record checks, social media checks, and employment and educational background checks.
Posted Min Pay Rate
CAD $45,000.00/Yr.
Posted Max Pay Rate
CAD $55,000.00/Yr.
