Job Description

Our client is a boutique company that is looking for a talented individual for the role of Office Manager/Corporate Compliance Administrator. This is a fully in-office position and reports directly to the President and CEO. This role involves a combination of office manager, corporate records administration and team support across various client projects. The ideal candidate will have strong organizational skills, the ability to multitask and a commitment to providing exceptional client service.

KEY RESPONSIBILITIES:

Office Maintenance

• Handle reception duties, greet clients, and manage visitors
• Maintain cleanliness and organization of the kitchen and all shared office spaces
• Assist clients with meeting room bookings and arrangements
• Monitor office supplies and place orders when necessary
• Manage incoming and outgoing mail, including couriers
• Maintain the office meeting calendar, manuals, and directories
• Coordinate with service providers to ensure copiers, printers, and other office equipment are in working order
• Communicate with the building manager for any repair needs or office-related concerns
• Oversee the postage meter, document shredding services, and recycling processes
• Perform basic financial tasks such as bank deposits and tracking client disbursements

Corporate Records Administration

• Oversee the annual maintenance of clients’ minute books and corporate records
• Manage annual filings, including returns, resolutions, and dividend resolutions
• Track and maintain an efficient follow-up system for annual client filings

Team Support

• Provide administrative support to all team members as needed
• Assist with preparing memos, letters, and email correspondence
• Assisting with new incorporations, extra-provincial registrations, and corporate amendments (e.g., director/officer/shareholder changes)
• Support private placement administration and compile board and committee meeting packages
• Help with due diligence activities, including corporate searches and maintaining closing books
• Enter client billable time into the company’s time tracking system with accurate descriptions

REQUIREMENTS:

• Proficient in typing/keyboarding, drafting professional business correspondence (letters, memos, and emails)
• Skilled in Microsoft Word and Excel
• High attention to detail and professional business etiquette
• Ability to multitask and manage tasks across various clients and team members
• Strong organizational skills
• A legal assistant diploma or office administration certificate is preferred
• CORES certification is not required but would be a plus for overall knowledge

If you're looking for an opportunity to work in a supportive, collegial and professional environment, we encourage you to send your resume in confidence to Shona Tischner at shona@urbanlegal.ca

At Urban Legal Recruitment we guarantee discretion and confidentiality. We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.

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