Office Assistant/Receptionist

We are a busy and professional Notary Public office serving clients throughout Vancouver Island. We pride ourselves on providing exceptional client service and maintaining a welcoming, organized, and efficient office environment. We are seeking a reliable and personable Office Assistant / Receptionist to become an important part of our team.

As the first point of contact for our clients, you will help ensure every client receives a professional and positive experience while supporting the daily administrative operations of the office.

Key Responsibilities

Client Reception & Customer Service

Greet clients and visitors in a professional and welcoming manner.
Answer incoming phone calls and direct inquiries appropriately.
Monitor and respond to emails promptly and professionally.
Schedule appointments and manage client bookings.
Offer coffee, tea, or other refreshments to clients while they wait.
Maintain a calm and professional reception area.
Administrative Support

Prepare and organize client files and documents.
Assist with appointment confirmations and follow-up communications.
Manage incoming and outgoing mail, courier deliveries, and office correspondence.
Maintain filing systems and electronic records.
Assist with data entry and general office administration.
Order and maintain office supplies.
Office Operations

Ensure reception, meeting rooms, kitchen, and common areas remain clean, tidy, and presentable.
Restock refreshments, office supplies, and client amenities.
Coordinate service appointments and vendor visits when required.
Executive & Personal Assistance

Assist with scheduling meetings, appointments, and travel arrangements.
Coordinate reservations and bookings.
Pay bills and assist with expense tracking.
Respond to occasional personal requests and errands for the Notary.
Provide confidential administrative support while maintaining discretion and professionalism.
Qualifications

Previous experience in an administrative, receptionist, customer service, or office support role preferred.
Strong written and verbal communication skills.
Excellent organizational and multitasking abilities.
Proficiency with Microsoft Office, Google Drive, and email management.
Professional appearance and demeanor.
Ability to handle confidential information with discretion.
Strong attention to detail and accuracy.
Experience working in a legal, notarial, real estate, or professional office is considered an asset.
Desired Skills & Attributes

Friendly, professional, and client-focused.
Strong work ethic and dependable attendance.
Ability to work independently and take initiative.
Comfortable managing multiple priorities in a fast-paced office.
Strong problem-solving and time-management skills.
Positive attitude and willingness to assist wherever needed.
What We Offer

A professional and supportive work environment.
Opportunity to work closely with an established Notary Public practice.
Competitive compensation.
Ongoing learning and development opportunities.
Stable, long-term employment with growth potential.
To Apply

Please submit your resume and a brief cover letter outlining your relevant experience and interest in joining our Notary Public office.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $17.85-$25.00 per hour

Benefits:

Company events
Employee assistance program
Extended health care
On-site parking
RRSP match
Vision care
Application question(s):

What is your typing speed?
Language:

English (required)
Location:

Nanaimo, BC V9T 6N1 (preferred)
Work Location: In person