Coordinator, Conflicts & Records Management

We are currently looking for a full-timeCoordinator, Conflictsand 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 theAdvisor, 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 theinitial 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 usingIntapp Open andassist with file openings process; enter data, create alternate search terms,assign file opening requests to firm members, create reports, andmaintain a conflicts database. 

• Prepare and send weekly conflicts report email. 

• ManagingtheRecords Department andconflicts inbox and responding to queriesin a timely manner. 

• Problemsolves database issues withinIntapp Open,andable toliaise with thevendor team toresolve 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 applyingappropriate retention periods to closed files. 

• Assist intheonboarding and offboardingactivities forlegal files and updating local databases and records appropriately. 

• Overseeall file transfers, both physical and electronic, in adherence with the External File Transfer process, andassist withlawyer/partneroffboarding process. 

• Assist withfile destruction procedures, ensuring that any file destruction compliesfullywith the
  firm policy. 

• Maintain confidentiality relating toallclients & legal records. 

• Perform repeated and regular lifting of heavy boxes (Up to 50 lbs.). 

• Perform other administrative and clerical duties
  and support all otherdepartmentprojects as assigned. 

Required Skills and Qualifications: 

• Post-Secondary School Diploma and/ora degree in Archives & Records Management or Risk Management (orequivalent) is preferred. 

• At least 1-2 years of experience inrecordsmanagement, database maintenance, data entry, or similarwould be considered an asset. 

• Experience and knowledgein 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 toassist andmaintain 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 withlargespreadsheets.  

• 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.