Friday December 14, 2018

Employment Opportunities

New Westminster
Front Office Clerk

 

Our company. West Coast Title Search, is a Registry Services provider to lawyers and law firms. We have three locations, Vancouver, New Westminster and Victoria with just under 60 employees.

This position is in our New Westminster office, located at 99 Sixth Street. 

We need a bright friendly individual with above average verbal, organizational and customer service skills. This is a demanding multi-tasking position with shifting priorities. We are looking for someone who is comfortable with computer programs. A legal background, work experience or educational, would be an asset. Flexibility is important and we will train the right individual.

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

The job is Monday to Friday, 9-5. Salary will be from $2400 to $2600 per month (benefits after 6 months) depending  upon experience and/or education.

Please apply by sending your resume to Shelley Porter at hr@wcts.com.

 

 

A. Typical Duties

 

  1. Recognizes priority of work and ensures it is handled in a timely and efficient manner.

  2. Uses the telephone system with confidence to take work requests for the Land department and to transfer calls and emails to other West Coast offices or to individuals within those offices; takes messages that are clear and precise.

  3. Is able to deal with client queries or concerns in a clear, precise and professional manner.

  4. Responds to all incoming e-mails and forwards e-mails to appropriate department.

  5. Receives transmits and monitors the Front Office facsimile machine and maintains records according to established procedure.

  6. Deals politely and professionally with walk-in clients that require work to be done in New Westminster or at another location. This work is usually done via Visa or MasterCard according to established procedures.

  7. Creates electronic invoices for client requests and ensures all information is recorded completely and accurately on the invoice.

  8. Retrieves title searches, documents and plans from the B.C. Online database.

  9. Accesses BC OnLine to obtain or verify legal or civic descriptions of property or roll numbers. This may involve obtaining information from other sources and/or communication with clients.

  10. Orders tax information via fax or internet, matches incoming tax information with invoices, investigates discrepancies in information, bills work and forwards to client.

  11. Retrieves abstracts/documents from the Indian Land Registry, orders Bank Act searches and arranges for Bank Act registrations.

  12. Maintains a good working knowledge and understanding of search procedures as outlined in the West Coast Search Procedure Manual.

  13. Bills and double-checks all completed work as required to ensure that work has been done accurately and completely.

  14. Prepares and monitors material for courier pick-up following established procedures.

  15. Monitors and maintains the postage machine.   

  16. Prepares envelopes to be mailed to clients that do not have run service.

  17. Maintains appropriate levels of front office supplies.  Reports need for maintenance or service of office equipment as required.

  18. Miscellaneous duties and tasks as requested or assigned (e.g. client runs, data inputting, 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 Manager or to the Assistant Manager for day to day task-related concerns and to the Land Manager for all personnel-related concerns.