Receptionist – Insolvency Trustee Office

Purpose of the position:

The receptionist is the first person in contact with customers. She will be responsible for customer service for all calls and will ensure the reception of visitors. In a professional and confidential environment, she will have to guide customers with empathy and efficiency, while supporting the insolvency advisors and trustees in various tasks. The receptionist will play a key role in the smooth running of operations and customer satisfaction.

Job Type: Permanent, Full-Time – 37.5 hours

Location: Mascouche

Main Responsibilities:

Customer Service:

• Answer the phone with professionalism and empathy;
• Greet clients, suppliers or other stakeholders in person;
• Answer general questions from clients regarding insolvency services, their current files and direct specific requests to the appropriate team members;
• Manage calls and emails, take messages, transfer calls and emails to the right department in a timely manner;
• Responsible for the main email box. Process and organize requests received by email.

Appointment Management:

• Coordinate appointment schedules for consultations with trustees and insolvency counselors and other team members;
• Confirm appointments, send reminders and manage cancellations.

Administrative Support:

• Process incoming and outgoing mail/emails, including the receipt of legal or confidential documents;
• Assist in the management of client files, ensuring the accuracy of information and confidentiality;
• Order office supplies and ensure that the reception area is clean and orderly;
• Perform any other related administrative tasks to ensure efficient assistance to file management.

Document Processing and File Tracking:

• Assist in the preparation and management of documents required for appointments, such as insolvency forms and other administrative papers;
• Administer files, such as taking client information, preparing the file in the computer system;
• Manage the multiple interventions required during the file to administer assets, income and creditors' claims;
• Monitor the schedule regarding the status of the various documents required in an insolvency file;
• Maintain order in files and ensure that all relevant information received from the various stakeholders is updated.

Confidentiality and Compliance :

• Maintain the confidentiality of client information and follow data protection protocols;
• Ensure that all communications comply with applicable insolvency laws and regulations.

Required professional skills and experience:

• High school diploma or equivalent required, additional studies in administration are an asset;
• Experience in customer service, ideally at least 2 years of experience in a trustee, accountant, notary or lawyer office environment;
• Excellent communication skills, with a demonstrated ability to demonstrate empathy and discretion;
• Proficiency in basic computer tools (Microsoft Office, email, management software files).
• Able to work in a demanding context and manage multiple tasks simultaneously;
• Open-mindedness, adaptability and organizational skills;
• Strong sense of confidentiality and respect for legal procedures;
• Bilingualism: French and English (intermediate).

Job specificity:

• Full-time – Monday to Friday
• In hybrid mode: possibility of 2 days/week of telework)

Other benefits:

• Summer schedule
• 3 weeks of vacation
• Recognition program
• Team activities on occasion