Billing & Legal Administrative Assistant

WHO WE ARE

Hamilton Duncan is the Fraser Valley’s preeminent law firm, boasting a team of more than 30 talented lawyers and 70 excellent support staff.  Located in Surrey – one of the fastest growing cities in Canada, and one that is much more affordable than Vancouver – we provide high-end legal services to a wide variety of clients in an assortment of interesting and challenging matters across diverse areas of practice.  We pride ourselves in our commitment to our community and our collegial workplace and want people who value a culture and management style that fosters respect while rewarding individual responsibility, initiative and creativity and providing opportunities for further development.

WHO WE NEED

We are looking for a full-time billing and accounting clerk with three or more years of experience, to support our accounting department. Your goal will be to provide high-quality assistance to our lawyers and staff.

WHY YOU’LL WANT TO WORK WITH US

We ask a lot of our people, so we try to give a lot in return. The expected salary range for this role is $48,000 - $65,000. In addition to a competitive salary, we think you will love these other benefits of working at Hamilton Duncan:

• Health and wellness: Take care of yourself and your family with our comprehensive benefits plan that includes extended medical, dental, vision, critical illness, and life insurance coverages, as well as an employee assistance program for those trying times. Sick and personal leave days ensure that you do not choose between your health and your income.
• Plan for your future: Once you have been with us for a year, you will be eligible to participate in our group RRSP program, and we will match a portion of your contributions.
• Develop your skills: Successful applicants to our continuing education program get some or all their tuition reimbursed for further law-related skills training.
• Location: Get to quickly work thanks to our highly accessible office location (directly adjacent to the Gateway SkyTrain station) with an on-site fitness facility.
• Additional comforts: Enjoy coming to work in jeans every Friday, leaving an hour early before long weekends and all summer weekends and socializing with your colleagues at our regular social functions.

WHO YOU ARE

To be considered for this role we need you to possess the following attributes:

• Experience: 3+ years as a legal administrative assistant or in a similar role with comparable responsibilities. Direct billing experience within a mid- or large-sized law firm is considered an asset.
• Education: A legal administrative assistant certificate or diploma from an accredited post-secondary institution is a requirement, but other degrees or diplomas will be considered in lieu. A diploma or degree in accounting is considered an asset.
• Skills: You must possess experience in using Microsoft Office products, superior organizational, time management, and interpersonal skills. You have the ability to handle a high volume of work with tight deadlines and have a keen attention to detail. Excellent communication skills are also required. Experience with Clio or other law firm billing software, such as Unity (EsiLaw), PC Law or Elite is considered an asset.
• Characteristics: You have strong analytic and mathematical skills, in addition to being self-motivated and thriving on solving problems both independently and with the team. You have a willingness to take directions and seek instructions without being shy. You have a high degree of accuracy with a good eye for detail. You are a proactive self-starter who has a positive and energetic attitude while understanding the importance of discretion and client confidentiality. The position can be demanding, meaning that you need to be calm under pressure and eager to take on challenges. We take pride in the quality of our work, so we hope you do too. We take pride in the quality of our work, so we hope you do too.

WHAT YOU WILL DO

You will be an integral part of our team and a critical contributor to the success of the lawyers of the firm. You will primarily be responsible for:

• Preparing and generating a large volume of invoices for lawyers primarily within our solicitor department in digital or paper form, based on lawyer instructions and specific billing formats
• Regularly keeping lawyers informed regarding their billing preferences and keeping up with timelines to prepare invoices on transactional matters
• Preparing appropriate correspondence to send invoices to clients by email or as otherwise instructed by the lawyer

·         Work-in-progress time and disbursement administration; dealing with write-offs, transfers, discrepancies, review for correct task coding and billing rates, double entries, etc.

·         Following up with clients on outstanding accounts receivable in a timely and orderly manner, with self-maintained spreadsheets or lists to ensure consistency and accountability

• Amending or correcting invoices as needed
• Answering all client billing inquiries and forwarding correspondence to the lawyer where appropriate
• Performing other billing-related tasks depending on your available time

In addition to the above, you may be asked to assist with general legal assistant tasks such as:

• Administering client files, including file opening (conflict searches, client identifications and other tasks), scanning documents, filing (primarily electronically), billing and file closing.
• Conducting searches with BC Registries and Land Title Office, etc.
• Maintaining a “bring-forward” system.

·         Managing incoming and outgoing mail; answering client telephone calls, emails and general inquiries.

• Drafting routine correspondence and documentation.
• Providing administrative support to legal assistants, paralegals, and lawyers.
• Completing any other administrative duties as requested/required.

HOW TO APPLY

If you are ready to advance your career and join our team at Hamilton Duncan, act now by emailing your cover letter and resume to our Human Resources Manager, Pavanpreet Athwal, at [email protected].

We thank all applicants for their interest in our firm and keep all applications on file in the event of future opportunities. Only those shortlisted for interviews for this position will be contacted as a part of this recruiting effort.

HOW TO APPLY

If you are ready to advance your career and join our team at Hamilton Duncan, act now by emailing your cover letter and resume to our Human Resources Manager, Pavanpreet Athwal, at [email protected].

We thank all applicants for their interest in our firm and keep all applications on file in the event of future opportunities. Only those shortlisted for interviews for this position will be contacted as a part of this recruiting effort.