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:
- 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.
- Prepare and send weekly conflicts report email.
- Managing the Records Department and conflicts inbox and responding to queries in a timely manner.
- 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.
- Respond to general internal inquiries received from lawyers and legal assistants related to conflicts and/or record management policy and procedure.
- 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.
- Assist in the onboarding and offboarding activities for legal files and updating local databases and records appropriately.
- Oversee all file transfers, both physical and electronic, in adherence with the External File Transfer process, and assist with lawyer/partner offboarding process.
- Assist with file destruction procedures, ensuring that any file destruction complies fully with the
firm policy.
- Maintain confidentiality relating to all clients & legal records.
- Perform repeated and regular lifting of heavy boxes (Up to 50 lbs.).
- Perform other administrative and clerical duties
and support all other department projects as assigned.
Required Skills and Qualifications:
- Post-Secondary School Diploma and/or a degree in Archives & Records Management or Risk Management (or equivalent) is preferred.
- At least 1-2 years of experience in records management, database maintenance, data entry, or similar would be considered an asset.
- Experience and knowledge in office practices and procedures, including record-keeping, filing, scanning, and information systems, is considered an asset.
- Strong verbal and written communication skills are essential.
- Demonstrate exceptional time management, organizational and prioritization skills.
- Self-starter, ability to work independently
- A service-oriented attitude with a high willingness to assist and maintain excellent service standards.
- Passionate about providing quality service and work product.
- Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.
- Proficient in Microsoft Office Suite, including Word, Excel, Access, SharePoint, Teams, and other related applications.
- Proficiency in computer skills is essential, including confidence in using keyboard shortcuts and working with large spreadsheets.
- 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.
