About Us

West Coast Title Search Ltd. provides Process Serving, Court, Corporate, and Land Registry services to lawyers and law firms across British Columbia. We are known for dependable service, strong client relationships, and a commitment to doing things well. We are currently looking for a bright, organized, and motivated individual to join our Vancouver office team.

About the Role

The Vancouver Front Office Workflow Coordinator is responsible for managing incoming and outgoing communications and documents that arrive by phone, email, messenger run, courier, web request, and mail. This position plays an important role in ensuring work is routed accurately and efficiently between our clients, internal departments, and other offices.

As one of the primary points of contact for clients, the successful candidate must present a friendly, competent, and professional image at all times. This role is well-suited to someone who enjoys a fast-paced office environment, is highly organized, communicates well, and takes pride in accuracy and reliability.

Key Responsibilities

• Answer and direct telephone calls, respond to client inquiries, take work requests, and relay messages accurately
• Sort incoming and outgoing messenger runs in the Vancouver office and monitor the movement of work between client offices and our Vancouver, New Westminster, and Victoria offices
• Coordinate with the Victoria office regarding overnight courier bags and forward work requests electronically where required
• Monitor and follow up on missing courier bags and advise clients regarding overnight delivery interruptions
• Accept, print, and distribute online work requests and attachments to the appropriate departments
• Log client pickup requests and coordinate pickups with internal messengers or external couriers
• Monitor assigned email inboxes and respond appropriately
• Create cases in our Client Relationship Management (CRM) system, and prepare invoices accurately using information received by email, website submissions, courier deliveries, and other sources
• Update CRM with Process Serving information, including acknowledgements of assignment, transfers, returns, cancellations, and billing updates
• Print CRM reminders for Process Servers
• Complete and bill Out of Area work as required
• Prepare outgoing mail and courier shipments and maintain courier and mailing logs
• Organize and arrange shipments to agents and update CRM with courier tracking information
• Receive Out of Area work from couriers and distribute documents to the appropriate departments
• Process all incoming and outgoing mail and monitor the postage machine
• Report office equipment maintenance issues and arrange repairs where required
• Maintain office supply inventory and prepare supply orders
• Send daily staff attendance notices to management
• Maintain accurate messenger and run schedules, and prepare weekly messenger schedules
• Ensure appropriate coverage when temporarily away from the workstation
• Assist other office clerks and cover duties during absences
• Perform end-of-day office procedures, including tidying common areas, securing office doors, forwarding phones, and completing miscellaneous closing tasks
• Perform other miscellaneous duties as assigned, including client runs and in-office filing

Compensation & Benefits

• Starting salary range, depending on experience and qualifications: $3,575 to $3,900/month, with first review at 6 months
• Standard workday is 7.5 hours, with a 30-minute unpaid lunch break
• Hours: Monday to Friday, 9:00 AM – 5:00 PM (in-person)
• Paid sick time after 90 days
• Full extended health and dental benefits after 6 months, including a Health Care Spending Account
• Two weeks vacation after Year 1 (with time off allowed in the first year); three weeks after Year 2

Required Qualifications

• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills
• Strong organizational and multitasking abilities
• High attention to detail and accuracy
• Ability to work well under pressure in a fast-paced environment
• Professional attitude and appearance
• Punctuality and reliability
• Strong general computer proficiency and willingness to learn internal system

Assets

• Previous office, legal, administrative, reception, or customer service experience
• Experience working with email-based workflow systems and document management
• Familiarity with Microsoft Word, Excel, Adobe Acrobat, and CRM systems

Additional Requirements

• Ability to commute to our Vancouver office
• Full-time availability, Monday to Friday

Why Join Us

West Coast Title Search Ltd. is a client-focused company that has been serving the legal community since 1969. We value teamwork, initiative, professionalism, and dedication. You will join a supportive team environment and gain valuable experience within the legal services industry.

Apply Now

If this opportunity interests you, please submit a PDF copy of your resume and cover letter to hr@wcts.com. We are looking to interview and hire as soon as possible.

Due to the volume of applications we receive, we kindly ask that you do not call, visit, or email us to follow up on your application. Only candidates selected for an interview will be contacted.

Please note: We are not hiring for part-time positions at this time.