Quality Assurance Analyst, Commercial Mortgage Operations

Location : Vancouver BC (Primarily Remote with Occasional In-Office Responsibilities) Salary Range : $75,000 - $80,000 per year About the Company : Our client, a newly formed organization in Vancouver BC, is led by a commercial and business litigator lawyer with almost five decades of practice experience. The company specializes in facilitating Mediation and Arbitration sessions by connecting opposing counsel with a selection of skilled mediators experienced in various areas of law. They are seeking an Administrative Manager to join their team and oversee the day-to-day operations, ensuring a seamless user experience for the mediators they represent and the legal counsel who schedule mediations or arbitrations through their system. Role Responsibilities : • Manage Booking Systems and Administrative Tasks : Oversee the scheduling and tracking of appointments with mediators and lawyers using their online scheduling system. • Communication and Customer Service : Handle emails, bookings, and customer service using Office 365 and a preconfigured laptop. Maintain a professional telephone manner and demonstrate extremely diligent and timely email communication skills. • Standard Administrative and Office Tasks : Manage information, email and phone systems, monthly business payables, billing to mediators, and all other office services related to the company. • Technology and Systems : • Website and Booking System : Word Press integrated with scheduling management system in Once Hub. • Document Management : Utilize Net Docs for document management related to arbitrations and mediations. • Office Software : Primarily use Microsoft Office 365 for managing operations and communications. • CRM : No dedicated CRM software; rely on Outlook and spreadsheets. • Phone System : Currently using a cell phone with potential transition to a virtual phone system. • Manage IT : Coordinate with a third-party IT consultant for all IT-related matters. • Accounting and Billing : • Accounting : Invoicing mediators, managing all vendor AP and AR, full-cycle monthly bookkeeping including bank reconciliations, payroll for 1 to 3 employees, and generating simple monthly reports for the president. • Accounting Platform : Acquire and set up an accounting system like Quick Books or similar small business accounting software. • Legal Administrative and Technical Requirements : • Online Booking System Management : Manage online bookings through the booking system. • Legal Assistant / Paralegal Skills : Facilitate the exchange of required mediation/arbitration materials among legal counsel and the mediator/arbitrator. Experience with legal documents and the Net Docs system is an asset. • Mediation Agreement Assistance : Assist in the signing and exchange of Mediation Agreements (not drafting). • Office and Remote Work : • Work Environment : Primarily remote with occasional in-office responsibilities. • In-Office Presence : Expectation to be in-office once a week for administrative tasks and coordination with the office space supplier. • Planning and Marketing : Coordinate with Marketing and the President for support as required. • Opportunities for Growth : Potential for increased responsibility and income as the organization grows. Key Attributes : • Organizational Skills : Excel at multitasking and being highly organized. • Attention to Detail : Precision in dealing with legal documents and financial records. • Communication Skills : Exceptional written and verbal communication skills. • Technical Proficiency : Familiarity with online management software systems like Once Hub, Office 365, Net Docs, and accounting software such as Quick Books. • Legal Knowledge : Understanding legal documents and processes. • Customer Service Oriented : Strong focus on providing excellent service to both mediators and legal counsel. • Flexibility and Adaptability : Ability to thrive in a small team and adapt to various work environments. • Entrepreneurial Mindset : Ability to identify and capitalize on new opportunities, contribute innovative ideas, and drive business growth. Experience : • Previous experience in a legal administrative role. • Experience managing small business accounts payable, receivable, payroll, and reporting. • Comfort with using a variety of software for scheduling, document management, and accounting. • Prior experience in a startup or entrepreneurial setting is a plus. Problem Solving : Efficiently handle logistical and administrative challenges. Independence : Work independently and take initiative. Proactive and Innovative : Identify potential improvements and implement solutions. About Arlyn Recruiting : Arlyn Recruiting partners with top law firms across Canada to help candidates secure ideal opportunities based on their education, skills, and career ambitions. Applications can be submitted through the Arlyn Recruiting website or by emailing a resume directly to us. This service is 100% free and confidential for job seekers. 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