Conflicts & Records Specialist

Torys; Toronto; Hybrid; CAD 60,000 - 70,000; Full time

Job summary

Torys is seeking a Conflicts & Records Specialist in Toronto, Canada, to support firm-wide conflicts, business intake and records management processes. The role involves conflict searches, risk coordination, KYC compliance, and reporting.

Ideal candidates have 3–5 years in a professional services setting with experience in conflict searching and records management. Hybrid work arrangement applies, with on-site presence required for onboarding and ongoing duties.

Qualifications

• Post-secondary education in a business-related field and/or equivalent experience.
• 3 to 5 years of related experience in a professional services environment.
• Experience in conflict searching, business intake and/or records and information management is an asset.
• Knowledge of business intake, conflicts, records management and ethical wall software (CorpIntake, 3E, Intapp Walls etc.) is an asset.

Responsibilities

• Perform conflict searches to identify potential legal and business conflicts for new business intake.
• Liaise with Risk Management to coordinate resolution of conflicts and risk issues.
• Support legal professionals and assistants with new business intake.
• Review matter openings to ensure compliance with policies and KYC requirements; follow up as needed; process matter closings.
• Update and maintain client and matter information to ensure accuracy.
• Generate ad-hoc reports including client/matter reports and related party listings.
• Assist in audit inquiry processes.
• Assist with records management and off-site storage coordination; support records destruction initiatives.
• Provide after-hours support for urgent conflicts searches on a rotating basis.
• Participate in department projects and initiatives.

Skills

Conflict searching

Business intake

Records management

KYC requirements

Analytical abilities

Attention to detail

Time management

Communication skills

Teamwork

Education

Post-secondary education in business-related field

Tools

CorpIntake

3E

Intapp Walls

Job description

Position Overview

The Conflicts & Records Specialist is responsible for providing firm-wide support services related to the conflicts, business intake and records management processes.

Key Accountabilities

• Perform conflict searches designed to provide information necessary to identify potential legal and business conflicts for new business intake and incoming legal professionals.
• Liaise with Risk Management to coordinate the resolution of issues related to conflicts and new business intake as well as other risk-related issues.
• Support legal professionals and assistants with new business intake.
• Review matter opening to ensure compliance with firm policies and Know Your Client (KYC) requirements. Follow up with legal professionals and assistants as required. Process matter closings.
• Update and maintain information relating to clients and matters to ensure accuracy.
• Generate various ad-hoc reports including client/matter reports, related party listings and reports on physical files.
• Assist in the audit inquiry process.
• Assist with records management including coordination of file delivery to and retrieval from off-site storage and support of records destruction initiative.
• Provide after-hours support for urgent conflicts search requests on a rotating basis.
• Participate in various department projects and initiatives as required.

Attributes & Experience

Qualifications

• Post-secondary education in a business-related field and/or equivalent experience to successfully complete the essential requirements of the role.
• 3 to 5 years of related experience, preferably in a professional services environment. Experience in conflict searching, business intake and/or records and information management is an asset.
• Knowledge of business intake, conflicts, records management and ethical wall software (CorpIntake, 3E, Intapp Walls etc.) is an asset.

Core Competancies

• Exceptional client service skills with the aptitude to go above and beyond to get the job done.
• Strong analytical abilities, problem-solving skills and exceptional attention to detail.
• Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively
• within a team environment.
• Sound judgment including the ability to deal with confidential information with utmost discretion.

Additional information

This position is part of our hybrid work model with 2 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate’s skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at [e-mail].

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources at [e-mail].

All offers of employment are subject to background checks. This process includes criminal record checks, social media checks, and employment and educational background checks.

Posted Min Pay Rate

CAD $60,000.00/Yr.

Posted Max Pay Rate

CAD $70,000.00/Yr.