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.

Role Summary

We are currently recruiting a Legal Assistant to join our Corporate and Tax practice groups. This is an exciting opportunity for an individual who enjoys variety at a fast-paced busy desk supporting three lawyers.

The role offers a broad range of legal and administrative job responsibilities in corporate/ commercial and tax law. Prior experience in these areas of law, including tax litigation knowledge, would be considered advantageous. You will be required to demonstrate initiative, strong communication (both verbal and written) and organizational skills, and should have a desire to work in a team environment to promote a client-first 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 3 days per week.

Responsibilities

• Preparing various transactional, tax litigation and court documents, forms, and presentations, and ensuring that they are in proper format and accurate.
• Arranging for service and filing of legal documents and related instructions to process servers/agents and filing with the appropriate courts per the lawyers’ instructions.
• Assisting with various tasks related to the transactional closing as directed by the lawyer.
• Managing and tracking deadlines, conditional dates (tax), including managing the lawyers’ calendars and scheduling appointments.
• Typing general correspondence and various legal documents from handwritten notes, phone, or verbal instructions.
• Managing internal and external communications, which includes incoming calls/client inquiries, physical mail and faxes; responding when needed and as appropriate.
• Opening and closing files electronically, which also includes maintaining detailed matter/client lists and the electronic filing system (iManage).
• Running monthly accounts; reviewing entries for accuracy and completeness.
• Entering dockets into accounting software (3E) as and when required.
• Dealing with and responding to client inquiries and conducting follow-up as required.
• Entering and updating client contact lists in the CRM (InterAction) and working closely with the Marketing and BD department as and when required.
• Other general administrative duties such as scheduling appointments and meetings, booking meeting rooms, making travel arrangements, etc.; working with other internal Departments to provide documents/other materials on time to meet client needs.
• Continually assessing and establishing work priorities as needed.
• Demonstrating a team approach; supporting and standing in for colleagues to cover absences.
• Other duties as assigned.

Required Skills & Qualifications

• At least three (3) years of experience in corporate/commercial and tax law is required.
• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.
• Knowledge of Tax Court, Federal Court and Federal Court of Appeal, including a strong working knowledge of the Rules of Civil Procedure would be an asset.
• Strong working experience, understanding and knowledge of legal terminology, procedures and corporate transactional work is an asset.
• Proficient with legal software (iManage, Elite, InterAction) and MS Office 365 (Word, Excel, Outlook, PowerPoint, Teams).
• Proficient with PDF software (Kofax Power PDF/ Adobe).
• Excellent time management, organizational and prioritization skills.
• Ability to work independently and within tight timelines.
• Eagerness to learn new technology/processes and further develop skills.
• Excellent problem-solving skills, the ability to work with little instruction/supervision.
• Excellent attention to detail and diligent proofreading skills.
• Strong interpersonal skills and an excellent team player.
• Passionate about providing quality service and work product to lawyers, clients and the court.
• Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.

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.

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.