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 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.