Office Assistant at Loopstra Nixon in Toronto, ON, Canada

Office Assistant

Loopstra Nixon LLP is seeking a proactive, organized, and service-oriented Office Assistant to support the daily operational needs of our Downtown Toronto office.

This role is ideal for someone who enjoys staying active throughout the day, takes pride in creating an organized and welcoming workplace, and thrives in a collaborative team environment. As a key member of our Office Services team, you will help ensure our lawyers, staff, clients, and visitors receive exceptional service every day.

Hours: Monday to Friday, 9:00 a.m. – 5:00 p.m.

Status: Full-time, On-site

What You Will Be Doing

Office Operations

• Maintain clean, organized, and well-stocked kitchens, coffee stations, client areas, printer stations, fridges, and dishwashers.
• Ensure client-facing spaces are consistently clean, welcoming, and fully stocked.
• Maintain inventory of office and mailroom supplies, placing orders and restocking as needed.
• Coordinate building maintenance requests with property management.
• Organize workstations and offices and assist with preparing workspaces for new employees.

Administrative Support

• Assist lawyers, law clerks, and other team members with scanning, binding, filing, document organization, and other administrative requests.
• Prepare and manage courier shipments.
• Support operational and administrative projects as assigned.
• Keep the Office Services Manager informed of operational issues or workplace concerns and recommend practical solutions where appropriate.

Reception & Client Service

• Provide scheduled daily reception coverage during lunch hours and complete reception closing duties.
• Serve as the primary backup receptionist, providing full-day reception coverage during absences, vacations, and peak periods.
• Deliver professional, courteous service to clients, visitors, and colleagues while maintaining a welcoming reception area.

Meetings & Events

• Coordinate catering for meetings and events.
• Support firm and client events, including occasional events outside regular business hours.

Other Responsibilities

• Perform other duties as assigned.

Qualifications

• Previous experience in an office assistant, administrative, hospitality, or client service role is preferred.
• Strong organizational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Customer service-focused with a professional, approachable, and positive attitude.
• Demonstrated ability to work independently, take initiative, anticipate needs, and solve problems with minimal supervision.
• Ability to maintain a high level of professionalism and confidentiality.
• Comfortable using office technology, including multifunction printers, scanners, Microsoft Office, and other office software.
• Ability to lift up to 30 lbs. when required and regularly move throughout the office, including using stairs multiple times each day.
• Smart Serve certification, or willingness to obtain certification, to assist with firm events.

Compensation & Benefits

Loopstra Nixon LLP offers a competitive and comprehensive total rewards package, including:

• Salary range of $45,000 - $55,000 CAD, commensurate with experience.
• Comprehensive health and dental benefits.
• Health Care Spending Account.
• Professional development and education assistance.
• Wellness and employee engagement programs.

Additional Information

• This posting is for an existing vacancy.
• We do not use artificial intelligence (AI) to screen or assess candidates during our recruitment process.

Loopstra Nixon is an equal opportunity employer committed to fostering an inclusive, equitable, and accessible environment. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, we are dedicated to providing accommodations throughout the recruitment process. If you require any accommodations, please notify us, and we will work with you to meet your needs.