Marwa Wahab
Aurora,ON
Summary
Bilingual administrative professional (English/Arabic) with proven experience as a legal receptionist and a strong background in office administration. Highly skilled in managing diverse responsibilities in dynamic, fast-paced environments while maintaining accuracy, confidentiality, and efficiency. Recognized for delivering exceptional client service, demonstrating excellent communication and interpersonal skills, and consistently upholding high standards of professionalism and performance. Proficient in legal office operations, clerical support, and client-facing roles, with a strong focus on organization, discretion, and service excellence.
Overview
4
4
years of professional experience
Work History
Administrative Assistant/Pool Service Coordinator
Kenneth Morgan Pools & Landscaping
07.2024 - Current
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Maintained inventory of office supplies and placed orders.
- Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
Legal Secretary
Zeppieri & Associates
02.2024 - 07.2024
- Greeted all visitors upon arrival and directed them to the designated reception waiting area with professionalism and courtesy
- Managed a multi-line phone system; answered incoming calls in a warm, professional manner and ensured accurate call routing
- Notified appropriate firm members of client and visitor arrivals to facilitate timely meetings
- Screened and forwarded calls as necessary while providing general firm information as requested
- Provided administrative support to legal and office staff, including document preparation, data entry, and conducting basic research
- Handled various clerical tasks such as photocopying, printing, tabbing, binding, indexing, and faxing legal documents as needed
- Maintained and updated lawyers’ calendars; scheduled client appointments and coordinated Zoom meetings
- Processed, sorted, and distributed incoming mail in accordance with firm procedures and confidentiality protocols
Legal Secretary
Epstein & Associates
04.2023 - 09.2023
- Professionally answered and directed incoming calls to appropriate staff, ensuring a welcoming and efficient experience for clients and callers
- Scheduled client appointments and accurately maintained timelines and deadlines in the firm’s calendar system
- Opened and organized new client files in Leap; entered and updated data in internal case management systems
- Greeted walk-in clients and visitors, providing prompt assistance and exceptional front-desk service
- Processed client payments and issued official receipts in accordance with firm protocols
- Maintained cleanliness and organization of the office environment; monitored and ordered office supplies as needed
- Communicated effectively with clients, demonstrating professionalism and discretion at all times
- Utilized basic knowledge of Unity Accounting, including time docketing for legal professionals
- Prepared and organized legal documents including filing, binding, and sorting materials for lawyers and clerks
- Assisted in drafting Retainer Agreements and managed distribution to prospective clients
Receptionist Administrator
Serpa Automotive Boutique
03.2021 - 01.2023
- Welcomed clients and managed front desk operations, ensuring a professional and seamless concierge experience
- Handled daily banking activities, including accurate cash management and processing of customer payments
- Maintained organized filing systems for work orders and coordinated daily licensing tasks, including scheduling with the Ministry of Transportation (MTO)
- Conducted outbound calls to clients to promote current offers and dealership promotions
- Managed inbound and outbound calls, directing inquiries to appropriate departments or personnel
- Oversaw mail distribution and coordinated courier services for timely deliveries and pickups
- Entered and updated vehicle inventory data into the One-Eighty system with accuracy and attention to detail
- Acted as first point of contact and set appointments for prospective clients.
- Maintained garage inventory by managing the used vehicle register, including key tracking and tagging
- Completed licensing and registration of vehicles and PowerSports products in compliance with applicable regulations
Education
GED -
Aurora High School
Aurora06-2013
Skills
- Customer service
- Data entry
- Computer skills
- Office administration
- Microsoft outlook
- Microsoft Office Suite – Advanced proficiency in Word, Excel, and PowerPoint for document creation, data analysis, and presentation design
- Adobe Acrobat – Skilled in editing, formatting, and bookmarking PDF documents
- DocuSign & PandaDoc – Experienced in preparing, sending, and managing electronic signature workflows for administrative documents
- Zoom – Proficient in scheduling, hosting, and managing virtual meetings
- LEAP Legal Software – Familiar with legal case management, time recording, and document automation within LEAP
- Unity Accounting – Working knowledge of legal accounting processes, including time docketing, client billing and data entry
- Data Entry & Database Management – Accurate and efficient in entering and managing client and case information across various platforms
Languages
English
Full Professional
Arabic
Full Professional
Timeline
Administrative Assistant/Pool Service Coordinator
Kenneth Morgan Pools & Landscaping
07.2024 - Current
Legal Secretary
Zeppieri & Associates
02.2024 - 07.2024
Legal Secretary
Epstein & Associates
04.2023 - 09.2023
Receptionist Administrator
Serpa Automotive Boutique
03.2021 - 01.2023
GED -
Aurora High School
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