Coordinator, Conflicts & Records Management

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 c onflicts 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 d egree in Archives & Records Management or Risk Management (or e quivalent) is preferred.

- At least 1-2 years of experience in r ecords m anagement , 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.