Client Data Coordinator (6-Month Contract)

Fasken; Toronto; On-site; CAD 65,000 - 75,000; Full time

Job summary

Fasken, a leading international law firm, is seeking a Client Data Coordinator for a 6-month contract in Toronto. The role focuses on collecting and maintaining client and matter information, ensuring data integrity and security within the firm's ERP system. Ideal candidates will possess a strong client service approach, excellent communication skills, and a background in finance or business administration. This position offers the chance to work within a collaborative team dedicated to client success and includes the possibility for Indigenous candidates to work at the firm's Alberta office.

Qualifications

• Minimum of 2 years experience in client onboarding and financial data analysis in a legal firm.
• Experience in large ERP systems is required.
• Familiarity with legal billing software is an asset.

Responsibilities

• Maintain matter records in the financial system.
• Collaborate with the legal team for onboarding processes.
• Regularly review and audit client and matter data.

Skills

Client service approach

Interpersonal skills

Communication skills

Problem solving skills

Research skills

Agility and adaptability

Education

Certificate in business administration, accounting, finance, or related field

Tools

MS Office

Power BI

Job description

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Who We Are

Fasken is a leading international business law and litigation firm, and was voted one of Canada’s Best Employers for 2024. Our firm’s 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London and Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut’ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals.

Who We Are

Fasken is a leading international business law and litigation firm, and was voted one of Canada’s Best Employers for 2024. Our firm’s 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London and Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut’ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals.

Our clients interests are paramount in all that we do and we take pride in supporting our communities. We are a place where bright, talented, and collegial people want to work together and we work hard together to achieve our goals in a collaborative and efficient way.

Your Role

Reporting to the Client Data Supervisor, the Client Data Coordinator will be responsible collecting and reviewing client and matter information from the legal team during or after the intake process while retaining data integrity and security of the information collected in the Firm ERP system.

Hours of work are from 9:00 a.m. to 5:00 p.m. Occasional pre-authorized overtime may be required to meet client needs.

For Indigenous candidates interested in employment on-reserve, there may be an opportunity at Fasken to do so at our Alberta office situated on Tsuut’ina Nation, west of Calgary. Such candidates are encouraged to speak to Human Resources during the interview process to obtain additional information.

At Fasken, Success Mean

• Having a strong client service approach – you’re ready, willing, and able to put our clients first and exceed their expectations
• Caring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community
• Working collaboratively – you’re a self-starter who values working in a collaborative team based environment
• Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties
• Approaching your work with agility and the willingness to learn and utilise new technology
• Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail
• Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues
• Treating sensitive and confidential matters with discretion and diplomacy at all times
  
  

Primary Responsibilities

• Maintain matter records in the financial system, including client and matter information while ensuring completeness, accuracy, and timeliness.
• Collaborate with the legal team, including responding to service tickets, to ensure a smooth onboarding process of new clients and/or matters while ensuring integrity of financial client/matter data.
• Collaborate with the Billing, E-billing, Collection, Data Governance and Firmwide Finance team to ensure accurate and timely processes by providing correct client and matter data as well as Firmwide key financial metrics and address any discrepancies.
• Assist Lawyers and Legal Assistants in ensuring adherence to billing guidelines and client-specific requirements.
• Regularly review and audit client and matter data to identify and correct any discrepancies or inaccuracies, ensuring data integrity and compliance with internal policies and regulatory requirements during and after the intake process.
• Assist in maintaining comprehensive documentation of matter maintenance processes, including guidelines, procedures, and best practices to ensure consistency and facilitate knowledge sharing.
• Identify opportunities to improve client/matter financial data collection processes and contribute to system enhancements to optimize efficiency and accuracy.
• Collaborate in the success of Firm’s initiatives that involve client/matter financial data including but not limited to new system validation, implementation, support and training to end users.
• Adhere to legal and ethical standards, including confidentiality requirements, in handling sensitive client financial data.
• Proactively generate standard and ad-hoc client financial and non financial reports, including detailed reporting on client volume rebates and investigate any anomalies.
• Responsible for managing client grouping in 3E, including investigating corporate relationships, updating group records, and supporting weekly compliance reviews to ensure effective and efficient client data management.
  
  

Must Haves

• Certificate in business administration, accounting, finance, or related field preferred.
• A minimum of 2 years of experience in client onboarding and financial data analysis in a Legal firm.
• Experience in large ERP systems is required.
• Experience in project management is an asset.
• General knowledge of accounting, professional services billing process, and e-billing and task-code billing functions would be an asset.
• Proficiency with computer software programs including MS Office (Word, Excel and Outlook).
• Familiarity with Power BI and legal billing software an asset.
  
  

Pay Range

$65,000 to $75,000. Pay range to be commensurate with experience.

Diversity and Inclusion

At Fasken we believe a diverse workplace comprises individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. Fasken is committed to diversity and inclusion in all that we do.

Accessibility and Accommodation

It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

Background and Reference Checks

Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check, employment and educational verification.

Your Application

We appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted. You can submit your application via our Careers page.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Information Technology

• Industries

  Law Practice

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