We are currently looking for a full-time Coordinator, Conflicts and Records Management, for our Toronto office. This is an exciting opportunity for an individual who wants to kick start their career at a downtown Toronto law firm and wants to learn and expand their skillset under the close mentorship and supervision of the Advisor, Conflicts and Records Management.
This is a full-time contract position with an expected duration of thirteen (13) months. Core work hours are Monday to Friday, 9:00 a.m. to 5:00 p.m. The successful candidate will be required to attend the office full-time during the initial one-month training period, followed by a four (4) day per week in-office schedule until March. Beginning in March, the role will transition to a hybrid work arrangement requiring a minimum of three (3) in-office days per week.
Key Responsibilities:
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Perform conflicts searches using Intapp Open and assist with file openings process; enter data, create alternate search terms, assign file opening requests to firm members, create reports, and maintain a conflicts database.
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Prepare and send weekly conflicts report email.
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Managing the Records Department and conflicts inbox and responding to queries in a timely manner.
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Problem solves database issues within Intapp Open, and able to liaise with the vendor team to resolve and trouble shoot any technical errors with the database.
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Respond to general internal inquiries received from lawyers and legal assistants related to conflicts and/or record management policy and procedure.
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Perform essential daily tasks such as file indexing, maintaining multiple records and conflicts databases, sending and retrieving files to and from storage, and applying appropriate retention periods to closed files.
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Assist in the onboarding and offboarding activities for legal files and updating local databases and records appropriately.
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Oversee all file transfers, both physical and electronic, in adherence with the External File Transfer process, and assist with lawyer/partner offboarding process.
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Assist with file destruction procedures, ensuring that any file destruction complies fully with the firm policy.
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Maintain confidentiality relating to all clients & legal records.
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Perform repeated and regular lifting of heavy boxes (Up to 50 lbs.).
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Perform other administrative and clerical duties and support all other department projects as assigned.
Required Skills and Qualifications:
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Post-Secondary School Diploma and/or a degree in Archives & Records Management or Risk Management (or equivalent) is preferred.
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At least 1-2 years of experience in records management, database maintenance, data entry, or similar would be considered an asset.
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Experience and knowledge in office practices and procedures, including record-keeping, filing, scanning, and information systems, is considered an asset.
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Strong verbal and written communication skills are essential.
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Demonstrate exceptional time management, organizational and prioritization skills.
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Self-starter, ability to work independently
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A service-oriented attitude with a high willingness to assist and maintain excellent service standards.
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Passionate about providing quality service and work product.
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Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.
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Proficient in Microsoft Office Suite, including Word, Excel, Access, SharePoint, Teams, and other related applications.
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Proficiency in computer skills is essential, including confidence in using keyboard shortcuts and working with large spreadsheets.
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Knowledge of current relevant legal industry practices and software is an asset.
Candidates who meet the above qualifications are asked to please apply online with a copy of their resume and cover attached.
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