Role Summary

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, 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 for this role will be required to work in the office (minimum 3 days/ 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. Please apply online here.

Role Summary

We are currently recruiting for a Document Specialist to join our Document Services team in our Toronto office. Reporting to the Supervisor of Legal Support Services, the Specialist works in close collaboration with three other members of the Document Services team.

This position requires an individual with advanced technical expertise in document production, strong troubleshooting abilities for document-related issues, prior experience handling large legal documents and the ability to thrive in a fast-paced environment. The successful candidate will be assisting multiple practice groups in both the litigation and corporate areas of law, in addition to the business services departments. It would be advantageous if the successful candidate has had prior working experience as a legal assistant and/or law clerk.

This is a full-time, permanent opportunity with shift 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 (minimum 3 days/ week).

Key Responsibilities

• Provide timely and accurate support to all members of WeirFoulds including:
  • document creation, revision and formatting, using firm styles;
  • troubleshooting problem documents;
  • converting PDFs to Word or Excel documents, and cleaning and formatting the new document (DocXTools);
  • repairing corrupt documents in Word, and formatting according to firm standards;
  • performing mail merges;
  • creating and editing Excel spreadsheets;
  • preparing PowerPoint presentations on our firm (and client) templates; adding animation and images as required;
  • running document comparisons;
  • creating PDF packages, with bookmarks and hyperlinks as required.
• Responding and prioritizing Document Services’ email group inquiries and requests in a timely manner.
• Proofreading documents and making necessary changes.
• Providing administrative support to legal professionals which could include docket entry (3E), expense submissions, cheque requisitions (ChromeRiver), client contact management system updates (InterAction).
• Coordinating workflow and assignments with Document Services team members as
• Transcribing digital/tape dictations.
• Uploading to/sharing documents in OneDrive.
• Sending documents for e-signatures via DocuSign.
• Providing instructions/how-to(s) to firm members when needed.
• Communicating assignment status/updates to firm members.
• Other duties as assigned.

Required Experience and Qualifications

• At least three (3) years of experience in a document production role in a legal environment.
• Completion of a Legal Assistant program and/or prior experience as a Legal Assistant would be an asset.
• Advanced-level technical skills in MS Office 365 applications (Word, Excel, PowerPoint, and Outlook), DocXTool and Kofax (PDF).
• Ability to format, troubleshoot and process large complex legal documents.
• A team player for whom no task is too small or too large to tackle.
• An understanding of electronic Document Management Systems – iManage.
• Ability to type with a speed of 80-100 words per minute.
• Knowledge of legal terminology, documents and procedures is an asset.
• Strong attention to detail is required, with superior word processing, spelling, grammar, proofreading and editing skills.
• Able to work independently within tight timelines and with the ability to prioritize assignments.
• A willingness to learn and embrace new technology.
• Excellent interpersonal skills, telephone etiquette and a positive outlook.
• A strong work ethic, and ability to provide excellent customer service.
• Strong communication skills (both verbal and written).

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.

The successful candidate will provide legal support and work in close collaboration with the Regulatory Law Practice Group lawyers working primarily in the areas of administrative and public law litigation, including discipline, fitness to practise, and registration proceedings for regulated professions.  The scope of work will include: organizing and managing files (responsible for ensuring deadlines are met); reviewing client documents; preparation of documents and briefs for various types of proceedings, including civil litigation, hearings, appeals, and judicial reviews; and providing support to other litigation team members when required.

Required Qualifications & Education

• Post-secondary education with a Law Clerk designation
• Knowledge of legal terminology, procedures and statutes
• At least three years of relevant experience would be preferred
• Strong computer related skills including legal software and Microsoft 365 (Word, Excel, Outlook)
• Knowledge of E-Discovery (experience with EverLaw would be an asset)

 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

• Reviewing client documents and preparing affidavits of documents/disclosure briefs
• Preparing agreements and other legal documents with some direction, often from precedents
• Preparing hearing and appeal/judicial review materials in accordance with the various Rules of Procedures and Practice Directions (Ontario Superior Court of Justice, Court of Appeal for Ontario, Supreme Court of Canada and various quasi-judicial forums) 
• Trial preparation including preparing document briefs and compendiums
• Assisting in the preparation of both lawyers and clients for examinations and hearings
• Scheduling examinations for discovery and preparing notices of examination
• Reviewing and summarizing transcripts of examinations and preparing charts of undertakings, refusals, and under advisements. Reviewing and assembling answers to undertakings
• Assisting with scheduling of witnesses, conducting witness interviews, preparing witness statements and briefs and preparing and serving summonses
• Attending at hearings to assist counsel and clients, when required
• Preparing bills of cost and costs outlines
• Preparing draft default judgments or orders
• Preparing charts, chronologies and summaries of documentary evidence for use in hearings
• Preparing correspondence
• Acting as commissioner to take oaths
• Other duties as assigned

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.