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 MaintenanceHandle 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 AdministrationOversee 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 SupportProvide 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 descriptionsREQUIREMENTS:Proficient in typing/keyboarding, drafting professional business correspondence (letters, memos, and emails)Skilled in Microsoft Word and ExcelHigh attention to detail and professional business etiquette
Ability to multitask and manage tasks across various clients and team members
Strong organizational skillsA legal assistant diploma or office administration certificate is preferredCORES 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 *****@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.
