Practice Assistant, Commercial Real Estate

Reference # PACRE_-_06-10-19
Open Date June 10, 2019
Location Vancouver

Purpose of Role

The Practice Assistant will act as a workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. The Practice Assistant will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

Key Responsibilities

The key responsibilities of this role are:

Administrative

  • Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients
  • Arrange for files to be opened and closed, supervise general filing requirements and record keeping
  • Use effective systems to ensure that both short and long term tasks are completed within required timescales
  • Support lawyers in marketing activities including involvement in preparation of pitches and presentations
  • Perform administrative activities related to lawyer's professional memberships, certifications and Law Society of Ontario requirements
  • As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
  • As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
  • Make travel arrangements as/when instructed

Communication

  • Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
  • Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
  • Liaise with administrative support departments on behalf of lawyers as required
  • Liaise with the department’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers.

Client relationship management

  • Become an active part in the care of clients and be wholly familiar with contacts/clients
  • Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system
  • Deal with basic client queries and general administration
  • Arrange client meetings

Financial — Billing

  • Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients
  • Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange revisions to accounts and coordinate with clients as necessary
  • Liaise with lawyer, client and Finance department to collect on overdue accounts
  • Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
  • Request cheques, bank transfers and paying in money received, as appropriate

Other duties and responsibilities

  • In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
  • Team duties will therefore include:
    • Assisting other members of the firm, both proactively and at the request of the Team Leader
    • Any other duties as requested by the Lawyers or Team Leader

Key Competencies Required

  • 5 – 10 years of Legal Administrative Assistant experience
  • Legal experience within Commercial Real Estate considered an asset
  • Accurate typing speed of approximately 60 words per minute
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, Teraview and other systems implemented by the firm.  iManage experience an asset.
  • Excellent telephone manner and competent knowledge of telephone system
  • Excellent communication, organizational and team skills
  • Excellent attention to detail
  • Flexible and dependable, able to take the initiative
  • Able to remain calm under pressure and work to tight deadlines
  • Conscientious, approachable and enthusiastic
  • Able to quickly build confidence, respect and trust with others, with a view to developing a strong, cohesive team
  • Have a positive approach to daily tasks and have a solutions focused working method

Application

We thank all applicants for their interest in this position, however, only applicants selected for an interview will be contacted.

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our respectful workplace policies, and treating everyone with respect, regardless of position. At BLG, valuing diversity and inclusion is key to a respectful workplace.

BLG is committed to fostering a diverse and inclusive workplace. We welcome and encourage applications from diverse candidates, including people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

*Please note that relatives of current BLG employees and partners are not eligible for consideration.

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