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Administrative Assistant

 

Job Details

Firm Name: Cozen O'Connor
Posted: Thu. Nov 25, 2021
Location: Toronto

Job Type

  • General

Administrative Assistant

Cozen O’Connor LLP has an excellent opportunity for a dynamic full-time Administrative Assistant in our Toronto Office.  The ideal candidate is an enthusiastic self-starter, who is able to perform extensive multi-tasking under numerous time constraints with exceptional attention to detail; someone who takes initiative; thinks strategically and independently, and is confident to interact with all levels of the firm.  The position requires excellent communication, organizational, and computer skills.

Responsibilities:

  • Preparing, proofreading and processing letters and other correspondence
  • Opening new matters and performing conflict checks, as necessary
  • Maintaining calendars and scheduling appointments including travel/hotel arrangements
  • Scans, copies materials for Group
  • Monitoring emails and responding to those that can be addressed
  • Assisting lawyers in arranging for splitting of sub matters
  • Receiving, reviewing, obtaining approvals and processing of vendor costs
  • Following up with lawyers/finance on status of payments
  • Receiving/matching cheques to invoices, scanning/saving copies and mailing/couriering
  • Managing vendor inquiries: late payments/inconsistencies/duplicates/refunds
  • Fielding lawyer inquiries regarding bill payments
  • Managing receivables to include updating payment charts and notifying lawyers of payments
  • Maintaining records of all invoices, receipts, and cheques
  • Coordinating/sending payment reminders
  • Receiving and posting expenses and responding to rejected inquires
  • Liaising with billing department on lawyers’ behalf
  • Updating billing department with client contact information
  • Receiving monthly statements and liaising with lawyers for instructions
  • Emailing monthly statements to clients upon lawyers’ request
  • Receiving month un-allocation reports and working with finance/lawyers on allocations
  • Receiving, researching and answering client inquiries regarding Cozen invoices
  • Attending to banking, including preparing deposit slips, attending at bank
  • Managing electronic and physical copies (scanning/saving)

Qualifications:

  • Office/Clerical Administrative experience is preferred.
  • Experience with InterAction (CRM), Chrome River, and Microsoft Suite with advanced level experience in Word and Outlook, is a plus.
  • Ability to draft, proofread/edit documents, including e-mails with minimal supervision
  • Excellent communication skills
  • Ability to work autonomously or in a team environment
  • Work well under pressure and strict deadlines
  • Ability to work overtime if necessary

Please forward your resume to: mdarosa@cozen.com.
 
Cozen O’Connor is an Equal Opportunity Employer, including disabled and veterans.

NO AGENCIES PLEASE.

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