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Practice Assistant, Commercial Real Estate

Reference #: PACRE_-_08-04-22
Toronto
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The Toronto office of Borden Ladner Gervais LLP (BLG), a leading, innovative and client-focused law firm in Canada, is seeking a Practice Assistant, Commercial Real Estate.

Purpose of the Role

The Practice Assistant, Commercial Real Estate, will be expected to coordinate the workflow 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:

  • Manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis.
  • Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external.
  • Arrange for travel bookings and related details to be made through the support teams.
  • Arrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.
  • 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.

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.

Document Production:

  • Check correspondence, attachments, documents, reports, and presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate.
  • Type urgent/short/confidential correspondence and emails.
  • Produce and maintain Excel spreadsheets as required.

Financial – Billing:

  • Assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis.
  • 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

A Practice Assistant has responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Practice Assistant is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the Team Leader.

In addition to this, they should have/be:

  • Accurate typing speed of approximately 60 words per minute.
  • Knowledge of real estate and environmental, municipal, expropriation and regulatory procedures an asset.
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm.
  • Knowledge of Teraview an asset.
  • Excellent telephone manner and competent knowledge of telephone system.
  • Excellent communication, organizational and team skills.
  • Excellent attention to detail.
  • Ability to think ahead and use initiative.
  • 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.
  • Other Requirements:
  • Sound knowledge of support services.
  • A desire to enhance the skills of self and others.
  • A strong focus on ensuring the highest levels of service standards are delivered and maintained.

How to Apply

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

At BLG, only those BLG members who are fully vaccinated against COVD-19 with a vaccine approved by Health Canada will be permitted to attend a BLG office or event. Fully vaccinated” means having received the full series (usually 2 doses) of a vaccine approved by Health Canada, with more than 14 days having passed since the second dose was administered. Attending a BLG office” includes attending social or business gatherings organized by the Firm, with limits on the number of attendees in accordance with public health guidelines. With respect to client meetings, only fully vaccinated members of the Firm can meet in person with clients (others can attend virtually), unless prior authorization has been obtained from BLG and the client. For any BLG member who is not fully vaccinated, and if the Firm requires your attendance in the office to perform your role, you must take a rapid antigen test conducted within the 24 hours prior to your coming to the office, and you must show proof of a negative test result. A new test is required for each day you are physically in the office. Accommodations will be made for valid medical and religious reasons.

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.