Annual Maintenance Coordinator

Clark-Wilson-LLP; Vancouver; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Health Coverage

RRSP Matching

Parental Leave Top-up

Wellness Spending Account

Long Service Bonuses

Vacation & Personal Days

Team Socials

Training & Growth

Job summary

Clark Wilson LLP in Vancouver is seeking an Annual Maintenance Coordinator to join the Corporate Services department. This full-time, on-site role supports corporate records management, document preparation, and administrative tasks essential to client service.

You will work closely with paralegals and lawyers, handling incorporations, minute books, and billing-related tasks, while maintaining meticulous records and ensuring deadlines are met.

Qualifications

• Post-secondary education in Legal Administration, Office Administration, or related field preferred.
• Experience in a Legal Assistant or Corporate Clerk role is an asset.
• Strong understanding of corporate records management and related legal documentation (incorporations, annual maintenance, minute books).
• Proficiency with Microsoft Office Suite and document management systems.

Responsibilities

• Provide clerical and administrative support for incorporations, including setting up new files, entering data, and preparing share certificates and CRA correspondence.
• Maintain and update corporate records by processing change requests, updating contact/director information, and managing files.
• Handle incoming/outgoing corporate records by scanning, organizing, packaging, and coordinating deliveries of minute books and related documents.
• Assist with accounting and administrative tasks such as submitting receipts, billing summaries, mail, scanning, couriers, and scheduling appointments.
• Support paralegals with document preparation, closings, and post-closing tasks, including formatting and setting up binders.

Skills

Attention to detail

Time management

Organizational skills

Excellent communication

Independent work

Team collaboration

Education

Post-secondary education in Legal Administration/Office Administration

Tools

ALF (Automated Legal Forms)

CMS

Microsoft Office (Word, Excel, Outlook)

Job description

Who We Are

Clark Wilson LLP is a leading, innovative law firm in British Columbia. For over 100 years, we’ve proudly advised clients on a comprehensive range of legal issues and with over 200 professionals serving some of the most recognizable brands in the world, we’ve built a culture of collaboration, inclusivity, and excellence.

As leaders in our markets, we continue to grow by fostering strong relationships, delivering exceptional service, and empowering our people to succeed. We are consistently recognized for our professional achievements, and we take pride in creating a workplace where people enjoy coming to work every day.

How You’ll Help Us Better Service Our Clients

We are seeking an Annual Maintenance Coordinator to join our Corporate Services department. This is a full-time, permanent position—ideal for individuals who are eager for growth, committed to excellence, and looking to build their career in a collaborative environment.

This position is a 100% on-site role at our office in Downtown Vancouver.

What You’ll Be Doing

You are detail-oriented, proactive, and thrive in a team environment. You enjoy contributing to high-quality work while providing outstanding support to clients and colleagues.

Daily responsibilities and tasks include, but are not limited to:

• Provide clerical and administrative support for incorporations, including setting up new files, entering data in ALF, and preparing share certificates and CRA correspondence.
• Maintain and update corporate records by processing client change requests, updating contact and director information, and managing both physical and virtual files.
• Handle incoming and outgoing corporate records by scanning, organizing, packaging, and coordinating deliveries of minute books and related documents.
• Assist with accounting and administrative tasks such as submitting receipts, managing billing summaries, handling mail, scanning, couriers, and scheduling appointments.
• Support paralegals with document preparation, closings, and post-closing tasks, including formatting, indexing, creating signing packages, and setting up virtual or physical binders.

How You’ll Be a Great Fit for This Role

We’re looking for someone who brings both skills and mindset:

• Post-secondary education in Legal Administration, Office Administration, or a related field preferred.
• Experience in a Legal Assistant or Corporate Clerk role is considered an asset.
• Strong understanding of corporate records management and related legal documentation (incorporations, annual maintenance, minute books).
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Experience with ALF (Automated Legal Forms), CMS, or similar legal databases/software is preferred.
• Excellent organizational and time management skills; able to handle multiple priorities and meet deadlines.
• Strong attention to detail and accuracy in document handling and data entry.
• Effective communication and interpersonal skills for working collaboratively with paralegals, lawyers, and administrative staff.
• Demonstrated initiative and problem-solving skills with the ability to work independently.
• Dependable, proactive, and adaptable to changing department needs.

The Exciting Extras

In addition to a competitive salary of $55,000 – $65,000, we provide a comprehensive benefits package to help you thrive at work and at home:

• Health Coverage: Medical, dental, vision, prescriptions, paramedical services, life insurance, and overseas emergency medical care.
• Retirement Planning: RRSP matching program.
• Pregnancy & Parental Leave: Top-up benefits to 100% of salary for a portion of your leave.
• Health & Wellness Spending Account: Flexible coverage for what matters most to you—whether that’s fitness classes, an exercise bike, or your pet’s vet bills.
• Recognition: Long service bonuses and celebrations.
• Work-Life Balance: Generous vacation, bonus days, five personal days, plus a paid day off on your work anniversary.
• Community & Culture: Weekly socials, team-building events, employee appreciation week, and opportunities to give back through firm-led initiatives.
• Professional Growth: Training and resources to support your personal and career development.
• Referral Program: Generous bonuses for successful employee referrals.