Collections and Legal Administrator

Portfolio Group; Toronto; On-site; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Paid day off on your birthday

Enhanced health and dental benefits

RRSP matching program

Downtown location near Union Station

Additional vacation days after 2 and 5

Job summary

Portfolio Group is seeking a Collections & Legal Administrator to join our Downtown Toronto Finance team. The role focuses on collections and account resolution while supporting finance, administrative, and legal processes.

You will manage overdue accounts, investigate issues, and maintain accurate records in a fast-paced, structured environment. This in-office role is based near Union Station with a base salary plus quarterly incentives.

Qualifications

• 3+ years of collections experience.
• 1+ year of experience with Small Claims Court processes.
• Strong written and verbal communication skills.
• Excellent organization and time-management abilities.
• Comfortable handling confidential financial and legal information.

Responsibilities

• Contact clients regarding overdue accounts and service inquiries by phone, email, and written correspondence.
• Negotiate payment arrangements and account resolutions per policies.
• Monitor accounts receivable aging and act to maintain good standing.
• Investigate invoice discrepancies and account-related issues.
• Liaise with clients, internal teams, and Legal and Finance to resolve matters.
• Prepare and issue collection letters and assist with legal documentation (NDAs, affidavits, Small Claims Court).
• Track reporting on legal and collection cases, outcomes, and KPIs.
• Support cash reconciliation and contract cancellation processes as needed.
• Provide general finance and admin support within the department.

Skills

Collections experience

Small Claims Court processes

Communication skills

Organization

Confidential information handling

Education

Finance/Business Admin degree

Job description

The Role

We are seeking a Collections & Legal Administrator to join our Finance team at our Downtown Toronto Head Office. This role will have a primary focus on collections and account resolution, while also supporting various finance, administrative, and legal processes.

The ideal candidate is diligent, proactive, organized, and an excellent communicator, with previous experience working within a finance or collections environment. You will be responsible for managing overdue accounts, investigating account and invoice issues, supporting legal collections activities, and maintaining accurate records and reporting.

This is an excellent opportunity for someone who enjoys a fast-paced, structured environment, takes ownership of their work, and is comfortable balancing customer service with a strong focus on cash collection and resolution.

You will be working full-time in office, in Downtown Toronto off of Union station.

This is a base salary + incentives (quarterly) position.

Key Responsibilities

• Contact clients regarding overdue accounts, outstanding payments, and service-related inquiries by phone, email, and written correspondence.
• Negotiate payment arrangements and account resolutions in accordance with company policies and established collection procedures.
• Monitor accounts receivable aging and take appropriate action to maintain accounts in good standing.
• Respond to incoming calls, emails, and correspondence relating to accounts, payments, and contracts.
• Investigate and resolve invoice discrepancies and account-related issues.
• Liaise with clients, internal service teams, and the Legal and Finance departments to resolve outstanding matters.
• Maintain accurate and timely documentation and notes within internal systems.
• Prepare and issue collection letters across various stages of delinquency.
• Assist with the preparation of legal documentation, including NDAs, affidavits, Small Claims Court claims, and default judgment documentation.
• Track and provide detailed reporting on legal and collection cases, including status updates, outcomes, and key performance indicators.
• Assist with cash reconciliation and contract cancellation processes as required.
• Support general finance and administrative activities within the department.
• During periods of lower workload, provide additional support to the Payments and Collections team with inbound and outbound activities, which may account for up to 50% of the role depending on business needs.

Qualifications & Experience

• College or university diploma/degree in Finance, Business Administration, Accounting, or a related field.
• 3+ years of collections experience.
• 1+ year of experience with Small Claims Court processes.
• Previous experience in a finance, accounts receivable, or administrative environment is an asset.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and accuracy.Ability to investigate issues, identify solutions, and take ownership of outstanding matters.
• Comfortable working with confidential financial and legal information.

What You Bring

• A collaborative and team-oriented approach.
• A proactive, solutions-focused mindset.
• Strong communication and interpersonal skills.
• Enthusiasm and willingness to learn.
• A diligent and hardworking approach.
• Ability to work independently while contributing effectively to a structured team environment.
• Strong customer service skills combined with the confidence to manage difficult or sensitive collection conversations.

Perks and Benefits

• Paid day off on your birthday
• Enhanced health and dental benefits
• RRSP matching program
• Convenient downtown location near Union Station
• Additional vacation days after 2 and 5 years of service

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