Practice Assistant, Commercial Real Estate & Financial Services

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at www.blg.com.

We are looking for an experienced Practice Assistant to support our Commercial Real Estate and Financial Services practice groups. As a Practice Assistant, you 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. In this role, you will be expected to act as 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 key responsibilities of this role include:

Administrative

·       Perform photocopying, printing and scanning, 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 timeframes

·       Support lawyers in marketing activities including involvement in preparation of pitches and presentations

·       Perform administrative activities related to lawyers’ professional memberships, certifications and Law Society requirements

·       Prepare file documentation

·       As required, manage calendars, ensuring they are up to date

·       As required, arrange meetings, book conference rooms and refreshments, and liaise with other attendees, both internal and external

·       Travel arrangements

Communication

·       Respond to internal and external telephone and email queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner

·       Liaise with administrative support departments on behalf of lawyers

·       Liaise with the department Manager, Legal Service Delivery to coordinate any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers

Client relationship management

·       Become an active part of client care and service delivery

·       Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system

·       Attend to 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 lawyers, clients and the Client Services 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 lawyers to whom they report, the Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.

·       Assisting other members of the firm, both proactively and at the request of the Manager, Legal Service Delivery

·       Any other duties as requested by the Lawyers or Manager, Legal Service Delivery

Key competencies:

·       5 – 10 years of experience in Commercial Real Estate legal practice support

·       Financial Services experience considered an asset

·       Experience with Personal Property Registry and the Land Titles Office

·       Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm. iManage experience would be considered 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

·       Have a positive approach to daily tasks and have a solutions-focused working method

·       A strong focus on ensuring the highest levels of service standards are delivered and maintained

BLG is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where Firm members feel valued, respected and inspired to thrive as their authentic selves.  We value diversity of thought and the unique skills, perspectives and experience each individual brings to BLG. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented, including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and/or LGBTQ2S+. 

We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process.