Role Summary

We are currently looking for a Billing Coordinator to join our Finance team on a permanent full-time basis. This is a newly created position and reports directly to the Revenue Manager.

The ideal candidate will be a self-starter, confident, adaptable, collaborative and client service focused. This role is directly responsible for assisting in all phases of client billing, including bill preparation, submission, follow-up and communication with clients and Partners. This is a detail-oriented position with an emphasis on tenacity, time management, technical tasks and interpersonal skills.

We are currently operating a hybrid work model, and the successful candidate will be required to work in the office a minimum 3 days/ week.

Key Responsibilities:

• Ensure the strict confidentiality and privacy of financial records as they relate to the firm and its business partners.

• Review WIP and client/matter billing instructions on proforma to ensure compliance with client and matter billing requirements prior to processing invoices.
• Review and determine tax application for client invoices.
• Process and edit proformas to ensure accuracy and consistency.
• Transfer time/disbursements according to lawyers’ instructions and Firm guidelines and billing procedures.
• Monitor and manage shared billing team inbox; answer all incoming billing related inquiries from lawyers and assistants.
• Prepare final invoices for lawyers’ approval and submit to clients.
• Complete a variety of miscellaneous billing duties including write-offs, transfers of WIP, setting up special rates on files, updating timekeeper billing rates, reversing invoices, multi-payor invoice set-up, creating billing groups and revaluing WIP.
• Assist with the training of billing staff and legal assistants on the billing process, as required.
• Generate ad hoc billing client/matter reports.
• Assist with year-end audit requirements, as required.
• Provide backup to other members of the Billing and Accounting team, as required.
• Assist with special projects and other duties as assigned.
• Submit invoices in different e-billing platforms, handle rejections, resolve and troubleshoot issues with platforms, rates, and formatting.

Qualifications, Skills and Experience:

• College Diploma in Accounting or Business Administration.
• Basic knowledge of accounting principles and internal controls.
• Previous experience in an accounting/billing role considered an asset.
• Proficient with MS Office 365 (Word, Excel, Outlook, PowerPoint, Teams).
• Experience with Thomson Reuters Elite (3E) considered an asset.
• Excellent command of the English language, written and spoken, for accurate data entry and conflict searches.
• Previous experience with e-billing platforms (EHub, Legal Tracker, Tymetrix, Coupa, Brightflag).
• The ability to handle deadlines and a high volume of tasks.
• Excellent organizational skills, with exceptional attention to detail.
• The ability to prioritize daily demands and month-end deadlines.
• The ability to exercise sound judgment and adapt to changing demands.
• A client-centered approach, with the commitment to providing outstanding service.
• The ability to build rapport with the team and provide support to solicitors, legal administrative assistants, and paralegals.
• The ability to work both independently and as part of a large collegial team.

Candidates who meet the above qualifications are asked to apply online with a copy of their cover letter and resume attached. Please click here to apply online.

The successful candidate will provide legal support and work in close collaboration with the Corporate Law Practice Group, including on general corporate maintenance, searches, registrations, and filings.

Required Qualifications & Education

• Post-secondary education with a Law Clerk designation
• At least 10 years of corporate commercial law experience including general corporate maintenance, searches, registrations, and filings
• Knowledge of corporate legislation and some experience with corporate documents in Ontario and other Canadian jurisdictions
• Strong computer related skills including legal software and Microsoft 365 (Word, Excel, Outlook), Docusign, electronic corporate records management systems and databases, and law firm docketing and billing software

Skills

• Excellent time management, organizational and prioritization skills
• Ability to work independently and within tight timelines
• Ability to multi-task and balance the priorities assigned
• Eagerness to learn and further develop skills as a Law Clerk
• Strong interpersonal skills and an excellent team player
• Strong communication skills (both verbal and written) including the ability to deal with clients
• Excellent attention to detail and diligent proofreading skills
• Able to handle sensitive and confidential information with discretion
• Passionate about providing quality service and work product to clients

Responsibilities

• Routine ongoing corporate work, including maintaining corporate minute books, internal electronic records and databases of corporations
• Conducting public registry searches
• Preparing and filing corporate and extra-provincial filings and registrations
• Preparing and managing standard corporate documents and governance
• Supporting private company M&A transactions and financing transactions, including document preparation, organization and due diligence
• Handling structuring and restructuring transactions, including organization of new corporations and partnerships, ownership changes and corporate group restructuring
• Collaborating with specialized clerks in our estates and real estate groups, and clerks at our sister firms in jurisdictions other than Ontario

At WeirFoulds, we pride ourselves on providing the highest level of service to our clients. As such, it is essential for applicants to be self-starters, dedicated to entrepreneurialism including client service, client development and the building and strengthening of client relationships. If you would like to be part of this dynamic team, and enjoy working in a collegial environment, this is an excellent opportunity for you.

Please submit your application online, including a cover letter, resume and transcripts. Please click here to apply online.

WeirFoulds welcomes applications from all qualified candidates. We recognize the need to demonstrate equity, diversity and inclusion in everything we do, and are committed to providing an inclusive work environment composed of people with diverse perspectives, backgrounds, identities and cultures.

Accommodations in accordance with applicable laws are available for applicants with disabilities. If you require an accommodation at any time during the recruitment process, please contact our Human Resources Team at accommodations@weirfoulds.com.

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.

Contract Length: 12 months
Positions Available: 3

About the Role

We are seeking three driven and detail-oriented Data/Administration Clerks to support our firm’s 2025/26 Document Digitization Project. In this role, you will play a critical part in modernizing our document management systems while ensuring the integrity, confidentiality and accessibility of important legal information.

The successful candidate will be required to work in our Toronto office five days per week. This is a twelve-month contract position, and the firm will offer contract level benefits and paid time-off.

Key Responsibilities

• Work closely with legal assistants (and lawyers) to review and organize paper files for digitization
• Index documents according to established protocols
• Operate scanning equipment and verify quality of digital scanned copies
• Process documents using OCR technology to create searchable files
• Securely destroy original paper documents after quality verification
• Hand-deliver select documents to legal assistants throughout the office
• Assist with physical tasks including moving file boxes
• Digital filing and maintain accurate records of processed documents
• Maintain strict confidentiality when handling highly sensitive information
• Other administrative tasks as required

Qualifications, Skills and Experience

• College or university level education (preferably in legal studies, paralegal studies, legal assistant studies, administration or related field)
• Strong attention to detail and organizational skills
• Demonstrates consistent trustworthiness and integrity in professional interactions and in handling highly sensitive information
• Advanced computer proficiency, experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and PDF editors
• Physical ability to lift and handle boxes and files as heavy as 30lbs
• Previous experience in a law firm setting preferred but not required
• Ability to work independently and as part of a team
• Demonstrates a strong work ethic, consistently delivers excellent customer service, and effectively communicates in all interactions.

Who Should Apply

We welcome applications from recent immigrants to Canada who possess legal experience in other countries and are seeking a position in the Canadian legal industry. This role provides valuable exposure to Canadian legal practices, law firm operations and document management systems.

Interested candidates are asked to apply online with a brief cover letter outlining why you are interested in the role and your resume. Please click here to apply online.

Application deadline: April 20, 2025

Contract Length: 4 months (May-August)
Positions Available: 1

About the Role

We are seeking a driven and detail-oriented Human Resources Co-op Student to join our HR team. In this role, you will gain valuable hands-on experience in general HR operations while taking a lead role in our document digitization project. This is an excellent opportunity for students pursuing a career in HR to develop practical skills in both traditional HR functions and modern information management.

The successful candidate will report to the Director, Human Resources, and will be required to work in our Toronto office five days per week. This is a four-month contract position.

Key Responsibilities

• Lead our document digitization initiative, converting paper HR records to digital formats
• Organize, scan and verify quality of digital copies
• File electronic documents according to established protocols
• Securely destroy physical documents following privacy guidelines
• Assist with day-to-day HR administration including data entry, filing and responding to inquiries
• Support recruitment, onboarding and orientation activities, employee engagement initiatives and events, and other HR functions as required
• Help coordinate onboarding and orientation for new employees
• Prepare and distribute HR communications and documentation
• Other administrative tasks as assigned.

Qualifications, Skills and Experience

• Currently enrolled in a post-secondary Human Resources program
• Strong organizational skills with attention to detail
• Ability to maintain strict confidentiality when handling sensitive information
• Demonstrates consistent trustworthiness and integrity in professional interactions
• Basic knowledge of HR principles and practices
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with document management software is an asset but not required
• Excellent communication skills, both written and verbal
• Ability to work independently and as part of a team

Interested candidates are asked to apply online with a brief cover letter outlining why you are interested in the role and your resume. Please click here to apply online.

Application deadline: April 16, 2025

Role Summary

We are currently recruiting a Legal Assistant, Team Support to join our Commercial Real Estate and Leasing practice groups. This is a junior-level position and would be suitable for recent graduates of a Legal Assistant or Legal Administration program with at least 1-2 years of work experience in commercial real estate/leasing law.

This is an exciting opportunity for an individual who wants to kick start their legal career at a downtown Toronto law firm, enjoys fast paced environments, and wants to learn and expand their skills under the close mentorship of seasoned legal assistants.

As Legal Assistant, Team Support, you will be responsible for supporting a team of Legal Assistants. This role offers a broad range of responsibilities and challenges that will utilize one’s knowledge and build solid practice management skills. The successful candidate will need to demonstrate initiative, strong communication and organizational skills, and a desire to work in a team environment and promote a client-focused culture.

This is a full-time, permanent opportunity with core work hours of Monday to Friday – 9:00 a.m. to 5:00 p.m. We are currently operating a hybrid work model, and the successful candidate will be required to work in the office a minimum of 4 days per week.

Responsibilities

• Preparing and/or drafting various transactional documents, forms, presentations and correspondence, and ensuring that they are in proper format and accurate.
• Typing general correspondence and various transactional documents from handwritten notes, phone, or verbal instructions.
• Managing and tracking deadlines, and appointments, including managing Outlook calendars and scheduling appointments as requested.
• Administrative tasks such as filing, which might include physical or electronic materials, as well as preparing labels, updating client information or similar requests.
• Opening and closing files electronically, which includes maintaining detailed matter/client lists and maintaining the electronic filing system (iManage).
• Entering and updating client contact lists in the CRM (InterAction) and working closely with the Marketing and Business Development Department, as and when required.
• General administrative duties such as booking meeting rooms, working with other internal departments to provide documents/other materials to meet client needs.
• Continually assessing and establishing work priorities as needed.
• Demonstrating a team approach; supporting coverage for colleague absences.
• Other administrative duties as assigned.

Required Skills & Qualifications

• At least one to two years prior work experience in commercial real estate and leasing law.
• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.
• Strong working experience, understanding and knowledge of legal terminology, procedures and real estate transactions.
• Proficient with legal software (iManage, Elite (3E), InterAction) and MS Office 365 (Word, Excel, Outlook, PowerPoint, Teams).
• Proficient with PDF software (Kofax Power PDF).
• Strong communication skills (both verbal and written).
• Excellent time management, prioritization and follow-up skills.
• Excellent attention to detail, accuracy and proofreading skills.
• Ability to work independently and within tight timelines.
• Ability to take initiative and be resourceful.
• Passionate about providing quality service and work products to clients.
• A willingness to learn and embrace new technology.

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached. Please click here to apply online.