Employment

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

 

JOB DESCRIPTION

 

 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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