New Westminster

Office Clerk (Position #1 of 2)


Our company, West Coast Title Search Ltd., has been in business since 1969. We are a Registry Services provider for lawyers and law firms. We have three locations, Vancouver, New Westminster and Victoria with over 55 employees.

We need a bright, friendly person with excellent verbal skills to work in our office in New Westminster. This position would be a multi-function position where you would be required to answer phones, greet customers, search data bases, bill invoices, and file or search records in government offices. It requires someone who is comfortable juggling priorities and is able to multi task!

The successful candidate will be familiar with word processing and comfortable with computer programs in general. A legal background, either a course or experience would be a valuable asset as would familiarity with Customer Management Software.

The job is Monday to Friday 9-5. Salary starts $2,600 per month (plus benefits after 6 months) depending upon experience and/or education




 Office Clerk: New Westminster

The Office Clerk is the primary contact with clients and must present a friendly, competent and professional image of West Coast.  The Front Office Clerk is an integral part of the Lower Mainland Land & Court Department and as such must work towards fulfilling company goals while meeting or exceeding department standards of performance. The Office Clerk performs a variety of clerical and reception duties following established procedure and under a limited amount of supervision.

A.      Typical Duties 

  1. Uses the telephone system with confidence to take work requests in all areas including Land,Court, Process Serving etc.; transfers calls to other West Coast offices or to individuals within those offices; takes messages that are clear and precise. 
  2. Is able to deal with clients queries or concerns in a clear, precise and professional manner. 
  3. Draws up invoices for client requests and ensures all information is recorded completely and accurately on the invoice. 
  4. Accesses government databases to file or search properties, or court files. This may involve obtaining information from other sources and/or communication with clients. 
  5. Receives, transmits and monitors 2 facsimile machines and maintains records according to established procedure. 
  6. Responds to all incoming e-mails and forwards e-mails to appropriate department. 
  7. Processes all incoming and outgoing mail according to established procedure. 
  8. Working with the accounting department, performs various tasks like matching invoices to statements, scanning documents, and updating spreadsheets. 
  9. Prepares and monitors material for courier pick-up following established procedures. 
  10. Monitors and maintains the postage machine. 
  11. Maintains appropriate levels of front office supplies. Reports need for maintenance or service of office equipment as required. 
  12. Has a valid BC drivers licence, as may be required to drop off or pick up documents on a  scheduled message run. Vehicle provided by West Coast. 
  13. Miscellaneous duties and tasks as requested or assigned (e.g. client runs, message runs,  reconciling cheque stubs, filing, etc).


B.      Equipment Used

Operates standard office equipment including:

  1.  Telephone system
  2. Computer
  3. Photocopier
  4. Calculator
  5. Facsimile machine
  6. Postage meter and Postage machine


C.      Job Specifications

1.       Necessary skills and abilities

    • Grade 12
    • Clerical aptitude
    • Good interpersonal skills

2.       Additional skills and abilities 

    •  good telephone skills
    •  professional appearance
    •  professional attitude
    •  interest in developing clerical skills
    •  ability to work well independently and as a team member
    •  positive, enthusiastic outlook 


D.      Reports To

The Front Office Clerk reports to the Land Managers or to the Assistant Managers for day to day task-related concerns and to the Land Managers for all personnel-related concerns.



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Court Registry Agent Position #2 of 2

***No Experience Required, we encourage hard-working multitaskers to apply***




Our company, West Coast Title Search Ltd, is a Legal Services provider to lawyers and law firms that has proudly served the BC Legal community since 1969

We need a bright person with excellent verbal skills and the ability to multi task. You will work with our Court Registry team in our Downtown Vancouver office. 

We are looking for someone who may not necessarily have a lot of office experience but does have the following:

Grade 12

can work under pressure and wants to be a valuable team member 

enjoys being a problem-solver offering effective and timely solutions

ability to  multi-task

ability to exercise independent judgment in solving problems

ability to learn quickly, and retain necessary information 

has excellent verbal skills and professional manner

Punctual and Reliable


Some of the Key Duties of the Job Are:

answering the phones, providing excellent customer service

creating and billing electronic invoices for client requests ensuring that all information is recorded completely and accurately

accessing online registries to obtain information

reviewing documents according to registry filing procedures

attending at various government registries to file documents and/or obtain copies from registry files

recognizing priority of work and ensuring it is handled in a timely and efficient manner

keeping in touch, via e-mail and phone with our clients

This is a busy, fast-paced job where you'll be part of a dynamic team. It is perfect for the individual who wants to learn and become part of the legal services industry. This job has quite a lot of movement to it. You would work in our office for part of the day and the other part would be spent at the corporate registry or delivering work to the other registries that we attend at. This is a job for someone who enjoys mobility and a change in routine. 

Additional skills and abilities required:

Good interpersonal skills

Self motivated

Professional attitude


Works well under pressure

Interest in legal field

Please only apply if you have Full-Time Monday to Friday availability, (we are not hiring for any part time positions) and are willing to commute to Downtown Vancouver.




Court Registry Agent: Vancouver


The Vancouver Court Registry Agent works independently in the Vancouver Court Department following Court Services procedures, guidelines and standards of performance.  The Vancouver Court Registry Agent performs a variety of complex clerical tasks under limited supervision.

A. Typical Duties

 1. Develops and maintains a thorough knowledge of the Court rules and the requirements of the various Departments in the Court system related to the filing of documents.

2. Files all Court and related documents online or in the various court registries.

3. Recognizes priorities within the area of court filings and ensures all documents are handled in a timely and efficient manner.

4. Monitors rush filings and filings which require further action in LTO or Process Serving.

5. Performs court searches online or in the registry and is able to get copies of requested documents for client.

6. Completes Court invoices electronically or manually from point of origin through billing and complete final double-check.  Ensures all invoices are billed, split and reconciled once daily.  Double-checks all work to ensure client requirements are met.

7. Has telephone and email contact with clients and various court agents.  Is able to deal with clients' queries or concerns in a clear, precise and professional manner.

8. Obtains and provides any statistical data requested by the Manager - Vancouver or Lower Mainland Land Manager(s).

9. Performs miscellaneous tasks and duties as requested or assigned.


B. Equipment Used

May be asked to operate standard office equipment such as:

1. Computer

2. Telephone system

3. Photocopier

4. Facsimile machine

5. Calculator

C. Job Specifications

1. Necessary skills and abilities

- Grade 12 education

- Clerical speed and accuracy

- Detail-oriented

- Ability to learn quickly and to retain necessary information

- Ability to exercise independent judgment in solving problems

- Ability to work well independently but also able to work well as a team


2. Additional skills and abilities

- Good interpersonal skills

- Self motivated

- Professional attitude

- Flexibility

- Works well under pressure

- Interest in legal field

D. Reports To

The Vancouver Registry Agent reports directly to the Vancouver Office Manager.