Reception and Client Coordinator

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

Our Toronto office is currently seeking a Reception and Client Coordinator to join our Facilities, Business, & Client Services department, reporting to the Manager, Facilities, Business, and Client Services. The Reception and Client Coordinator plays an integral role in providing exceptional delivery of services in a professional and efficient manner that supports both the visitors and internal clients’ experience by answering the phone and greeting everyone in a prompt and professional manner.

This person also performs various front desk duties including boardroom reservations and general administrative duties as needed. The Reception and Client Coordinator provides the highest level of client service, with direct responsibilities to ensure an elevated hospitality and customer service experience for our clients.

• Operating a multi-line phone system, handling all types of incoming external and internal calls and directing callers to the appropriate individual.
• Greeting and announcing visitor arrivals and maintaining the visitor log.
• Adhering and enforcing security and office protocols for visitors and vendors accessing our premises.
• Reserving meetings rooms using the online reservation system.
• Monitoring the daily meeting room schedule; assisting with last minute meeting requests and set-ups as required.
• Ensuring meeting rooms are maintained in ready to use condition throughout the day.
• Setting-up standard audio-video equipment and support meetings as required.
• Opening and/or closing the main Reception area.
• Maintaining the reception area in a clean and tidy condition.
• Providing back-up coverage within the Client Centre Services team when required.
• Liaising with the Facilities & Business Services Manager on facilities and maintenance-related issues.
• Working closely with client centre coordinator and train on some aspects of the role for back-up support.
• Participating as a member of the Emergency Response Team with training in CPR, First Aid.
• Overtime may be required for special events
• Consistently upholding the Client Centre service standards, demonstrating a commitment to excellence and embodying these standards in their daily work.
• Assisting with planning meetings to facilitate the organization and execution of events on the conference floor.
• Supporting all activities in the client centre, including greeting clients, arranging catering, booking boardrooms, setting up equipment and furniture, to ensure consistently high service standards.
• Aiding the Events Manager or Lead during special client functions by confirming meeting times, participant numbers, audiovisual materials, and room setup.
• Replenishing boardroom inventory on the Client Centre Floor as needed.
• Providing tours of the Conference Floor to both internal and external guests, explaining the features, capacities, configurations, and limitations of the space.
• Making sure…