Description
The Role
PortaLaw is looking for a smart and efficient individual to fill the position of Operations Coordinator, and to quickly grow into the Operations Manager role. This is a full-time, permanent and in-office role.
Ideally, the Operations Coordinator will spend the first six months learning PortaLaw’s systems, processes, and general business operations. The job duties are mainly:
- Managing client intake.
- Answering phone calls and directing them appropriately.
- Managing the main company inbox.
- Ensuring a positive experience for clients and leads.
- Opening and closing client files and supervising the intake pipeline.
- Assisting with payment collection.
- Paying third-party service providers.
- Filing invoices and receipts.
- Recording client and firm expenses.
- Assisting with weekly and monthly bookkeeping and accounting.
- Receiving and sending mail and couriers.
- Maintaining shared office space.
- Assisting with general office tasks.
Then, the candidate will spend three months progressively taking ownership and providing leadership on the above duties. They will take over certain management portfolios such as onboarding, training, and offboarding; benefits; vacation and leave management; facility management; event planning; legal operations (templates, precedents); tech stack management; designing and implementing general operational improvements.
Within nine to 12 months, the candidate will lead PortaLaw’s Ops Team as the Operations Manager, along with the two cofounders, Erin and Paula.
Need-to-haves
You must have strong critical thinking skills, good judgment, and the confidence to make decisions on your own. You must also have strong written and verbal communication skills. You will need to be able to multi-task and should be outgoing and friendly. Since this role progresses to a management position, you must demonstrate leadership skills.
This job requires you to be proficient with Microsoft Word, Excel, Outlook and Teams and that you are already familiar with, or are willing to learn Adobe and Clio.
An operations role at PortaLaw is always dynamic. You’re expected to maintain respectful decorum with clients, even in high stress situations. You must be keen to take on all types of projects, large and small. It is essential that you are reliable and honest.
We require a minimum of 4-6 years of experience in an office/operations coordinator role.
Nice-to-haves
Although not essential to the job, completion of post-secondary studies or courses is an asset (college, university, business management or project management).
Compensation
The Operations Coordinator will be paid a salary between $60,000 to $70,000 annually, depending on experience and skill level. We expect to re-assess the salary based on demonstrated performance once the role formally changes to Operations Manager.
PortaLaw also offers:
- Three weeks of paid vacation.
- Extended health and dental benefits.
- Short-term and long-term disability benefits, life insurance and AD&D.
- Health spending and/or Wellness account.
- Discretionary annual bonus.
Application Process
Please send your CV and a cover letter to [email protected] and [email protected] with the subject line: Operations Coordinator Application.
Interviews will be scheduled on a rolling basis.
We thank everyone for applying and your interest in our firm. We’ll be reaching out to only those candidates who we invite for an interview.