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