Overview
Bluewave Law & The Last Word are forward-thinking law firms that specialize in Employment, Immigration, and Corporate Law (Bluewave Law) and Wills and Estates (The Last Word). Our team provides exceptional legal services to our diverse client base by prioritizing personalized client interactions and focused expertise. We are committed to fostering a collaborative and supportive work environment that encourages professional growth and development.

We are seeking a motivated and detail-oriented Administrative Assistant, with experience in bookkeeping or accounting, to join our team. This position offers an excellent opportunity for personal and professional growth, allowing you to expand your skill set and take on increasingly challenging responsibilities.

Job Description

This position combines the responsibilities of a Front Desk Receptionist with Accounting Data Entry and is the first point of contact for visitors and clients. The focus of this role is to provide a professional and welcoming presence while managing day-to-day payment and financial transactions.

In addition to answering phones, greeting guests, and coordinating office communications, this role is responsible for maintaining accurate financial records through bookkeeping and accounting data entry. Key duties include processing invoices, reconciling receipts, entering transactions into accounting systems, and assisting with payroll or expense reporting as needed. This position requires a detail-oriented individual who can balance customer service excellence with strong organizational and numerical skills, ensuring both front office efficiency and financial accuracy.

Responsibilities

• Greet visitors and clients upon arrival and guide them to a designated meeting space. Ensure they are comfortable and offer them a refreshment. Sanitize meeting spaces and common areas after each use;
• Handle all incoming phone calls and voicemail messages in a professional, responsive, and highly organized manner. This includes answering calls promptly, returning voicemail inquiries in a timely fashion, and taking ownership of understanding the purpose of each call by asking thoughtful questions to determine the caller’s needs, resolving inquiries at the first point of contact whenever possible, and gathering clear, detailed information when escalation is required;
• Process payments and invoices, reconcile receipts, enter transactions into the accounting system, and assist with expense reporting as needed;
• Assist with document preparation by formatting documents, creating presentations, and proofreading for accuracy and clarity;
• Organize files both physically and digitally, ensuring easy retrieval and confidentiality;
• Manage and update contact lists regularly, including client databases, contacts, and internal directories. Ensure all information is current and accurate;
• Complete daily time entries for team members;
• Proactively monitor office supplies inventory, placing orders for replenishment, and maintaining organized stockrooms.
• Provide administrative support to the legal team, including scheduling appointments, managing calendars, and making event arrangements;
• Respond to client calls by taking all necessary information from them, providing information about pricing and services that we can provide, and passing their information to the appropriate department for further action;
• Additional clerical and administrative tasks as assigned, such as mail sorting, and reception duties, to ensure the smooth functioning of the office environment;
• Water and care for plants to enhance the office ambiance;
• Load and unload the dishwasher, ensuring all dishes are cleaned and put away promptly;
• Take out the garbage and recycling regularly to maintain cleanliness and sanitation standards within the office space;
• Mop the floor as needed to maintain a clean and tidy workspace environment;
• Shred documents once a week to ensure sensitive information is securely disposed of in accordance with company policies and privacy regulations;
• Foster a positive team environment through effective communication and support; and;
• Collaborate with the team to ensure efficient workflow.

Knowledge, Skills, Abilities

• High school diploma and post-secondary degree, diploma, or certificate in related field preferred;
• 4+ years of experience in a customer facing or office support role;
• Excellent written and verbal communication skills;
• Strong organizational and time management skills;
• Accuracy and attention to detail in all tasks;
• Ability to prioritize and multitask in a fast-paced environment;
• Capable of anticipating needs and resolving issues;
• Adaptable to changing priorities and a variety of tasks;
• Proficient computer skills, specifically using Microsoft Office Suite and other office technology tools;
• Proven experience as an Administrative Assistant or in a similar role;
• Knowledge of office management systems and procedures;
• Be able to work independently as well as in a team environment;
• Familiarity with legal terminology and procedures is an asset; and
• Ability to maintain confidentiality and handle sensitive information in a professional manner.

Working Conditions

• This is an entirely office-based position that works in downtown Calgary from 8AM to 5PM Monday to Friday;
• Ability to sit for extended periods, use of office equipment, and occasionally lift or move supplies;
• Occasional team building activities; and
• Beverages and snacks provided.

The successful candidate will be required to provide proof of authorization to work in Canada.

Pay: From $44,000.00 per year

Benefits:

• On-site gym
• Paid time off

Work Location: In person