Role Summary

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

The ideal candidate will be a self-starter, confident, adaptable, collaborative and client service focused. The Billing Coordinator 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 of 3 days per 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.

Role Summary

We are currently recruiting for a Legal Assistant to join our Corporate practice group on a full-time, permanent basis. This is an exciting opportunity for an individual who enjoys variety and working in a fast-paced, team-oriented environment.

The candidate will be responsible for supporting three lawyers. The successful candidate is a seasoned legal assistant with advanced experience in corporate law, strong technical proficiency, and superior practice management capabilities. The role requires initiative, strong communication (verbal and written) and organizational skills, and have a desire to work in a team environment to 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 3 days per week.

Responsibilities

• Drafting and/or preparing various transactional documents, forms, and presentations accurately and with proper formatting.
• Assisting with the various tasks related to transactional closings as directed by the lawyers.
• Typing general correspondence from handwritten notes, phone, or verbal instructions.
• Managing and tracking deadlines or appointments, including managing the lawyers’ Outlook calendars, contacts and scheduling appointments as needed.
• Managing internal and external communications which includes a high volume of incoming calls/client inquiries, physical mail and faxes; responding when needed and as appropriate. Always keeping the lawyer apprised.
• Opening and closing files electronically and physically which also includes maintaining detailed matter/client list and maintaining the electronic filing system (iManage).
• Running monthly accounts, as required; reviewing entries for accuracy and completeness.
• Entering dockets into accounting software (3E), as and when required.
• 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 scheduling appointments, meetings conference calls, booking meeting rooms, making travel arrangements, etc.; working with other internal Departments to provide documents/ other materials on time to meet client needs.
• Demonstrating a team approach; supporting coverage for colleague absences.
• Assisting with lawyer’s CPD requirements and annual LSO reporting.
• Other administrative duties as assigned. 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 administrative duties as assigned.

Required Skills & Qualifications

• At least six years of professional experience in transactional/corporate law is required.
• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.
• Strong working knowledge and understanding of legal terminology, procedures and corporate transactions.
• 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.

This job posting is for an existing vacancy.

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached (preferably together in a single file). Please click here to apply online.

The target salary range for this position is $60,000 – $80,000, commensurate with the successful candidate’s skills, experience, and qualifications.

Role Summary

We are currently recruiting for a Litigation Legal Assistant to join our Municipal and Planning practice. This is an exciting opportunity for an individual who enjoys variety and working in a fast-paced, team-oriented environment.

The successful candidate must have 3-6 years of relevant experience and be able to confidently utilize one’s litigation, technical knowledge and practice management skills. The candidate will be responsible for supporting three lawyers and will be responsible for a broad range of legal and administrative duties related to municipal and planning law and litigation. The role requires strong initiative, communication and organizational skills, and a desire to 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 3 days per week.

Responsibilities

• Drafting and/or preparing various legal documents (pleadings, notices of motion, notices of application, affidavit, facta, etc.), presentations and correspondence, and ensuring that they are in proper format and accurate.
• Providing assistance to lawyer(s) with trial and hearing preparation including supporting with the compilation of records and briefs as and when required.
• Arranging for service and filing of legal documents and related instructions to process servers/agents and filing with the appropriate courts/ tribunals.
• Managing and tracking deadlines, conditional dates, and appointments, including managing the lawyers’ calendars and scheduling appointments and court dates as needed.
• Opening and closing files electronically, which also includes maintaining detailed matter/client list and maintaining the electronic filing system (iManage) for each client matter.
• Running monthly accounts; reviewing entries for accuracy and completeness.
• Entering dockets into accounting software (3E) as and when required.
• Managing internal and external communications, which includes incoming calls, mail, faxes and e-mail, responding when needed and as appropriate.
• 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.
• General other 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 administrative duties as assigned.

Required Skills & Qualifications

• Three to six years of relevant litigation work experience is required. Prior experience in Municipal and Planning Law would be advantageous.
• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.
• Familiarity with the scheduling and filing processes with the Ontario Land Tribunal (OLT), including the Toronto and Ontario courts and CaseLines would be an asset.
• Thorough understanding and knowledge of legal terminology, procedures and statutes.
• Strong working knowledge of the Rules of Civil Procedure, OLT Rules and the steps and stages that arise in litigation.
• Proficient with legal software and MS Office 365 (Word, Excel, Outlook, PowerPoint, Teams).
• Proficient with PDF software (Kofax Power PDF/ Adobe), ACL (Automated Civil Litigation), including the preparation of Ontario court forms and litigation documents.
• 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 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.

This position is to fill an existing vacancy.

Interested candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached (preferably together in a single file). Please click here to apply online.

The target salary range for this position is $50,000 – $70,000, commensurate with the successful candidate’s skills, experience, and qualifications.