Office Administrator

Pay

$40,000–$45,000 a year
Job type

Full-time
 
Location
1 Hyperion Court, Kingston, ON K7K 7G3
 
Benefits
Pulled from the full job description
Paid time off
Vision care
Dental care
Employee assistance program
On-site gym
RRSP match
Extended health care
 
Full job description
Office Administrator

Bergeron Clifford Injury Lawyers
Kingston, ON | Full-time | In office

Office Administrator Position:

We are a busy personal injury law firm looking for a reliable Office Administrator to assist with the day-to-day administrative operations of the office.

This is a hands-on role focused on office organization, front desk support, hiring coordination, file administration, and staff support. The Office Administrator works closely with HR, Marketing, legal teams and staff to keep the office running smoothly.

What You Will Do:

Front Desk & Daily Office Support

Greet clients, visitors, and service providers
Answer and direct phone calls
Receive and distribute mail, couriers, and deliveries
Keep the reception area clean and presentable
Prepare intake kits
Assist walk-in clients when needed
Create and maintain reception and intake schedules
Administrative & File Management

Open and close client files accurately
Maintain file lists, trial lists, and storage records
Prepare basic monthly and annual reports (file counts, intake numbers)
Coordinate off-site file storage and file destruction
Ensure files are properly closed and compliant with Law Society rules
Hiring & HR Administration

Create and post job ads (Indeed and similar platforms)
Review applications and help shortlist candidates
Schedule interviews and assist with hiring coordination
Prepare offer letters and onboarding paperwork
Maintain employee records, training records, vacation, and leave tracking
Support onboarding and offboarding of staff
Accounting & Expense Support

Distribute paystubs and cheques
Track and reconcile firm credit card expenses
Assist with basic financial tracking and year-end organization
Office Operations

Order office, kitchen, and washroom supplies
Track office equipment, keys, and access cards
Arrange routine service calls when needed (IT, maintenance, utilities)
Pass invoices, quotes, and issues to management or accounting
Systems & General Support

Set up and remove staff access to firm systems
Help troubleshoot basic administrative or system issues
Coordinate with IT support when required
Provide day-to-day administrative support to teams and staff
What We’re Looking For

Strong organization and attention to detail
Clear, professional communication
Comfort handling confidential information
Ability to manage multiple tasks and deadlines
Solid computer skills and willingness to learn firm systems
Qualifications

Office Administration diploma, Business Administration diploma, or equivalent work experience
Experience in an office administrator, office manager, or senior administrative role
Law firm experience is an asset but not required
How to Apply

Please apply through Indeed with your resume and a short personalized (non-generic) cover letter addressed to Heidi Bergeron, LL.B.

Materials containing spelling, grammar, or formatting errors, generic cover-letters or ChatGPT/AI-generated materials will not be considered.

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

Dental care
Employee assistance program
Extended health care
On-site gym
On-site parking
Paid time off
RRSP match
Vision care
Work Location: In person