Coordinator, Conflicts & Records Management

WeirFoulds LLP; Toronto; Hybrid; CAD 42,000 - 64,000; Full time

Job summary

WeirFoulds LLP in Toronto seeks a full-time Coordinator, Conflicts and Records Management to support the Conflicts and Records teams. The role begins with 1 month full-time in office, then four days a week in-office, moving to a hybrid schedule with at least three in-office days per week from March.

The incumbent will perform conflicts searches using Intapp Open, maintain databases, generate reports, and manage records with strict confidentiality. This is a 13-month contract.

Qualifications

• Post-Secondary Diploma or degree in Archives & Records Management or Risk Management preferred.
• Experience in records management, data entry, or similar asset.
• Knowledge of filing, scanning, and information systems advantageous.

Responsibilities

• Perform conflicts searches using Intapp Open and assist with file openings; enter data, create reports, and maintain conflicts database.
• Prepare and send weekly conflicts report email.
• Manage Records Department and conflicts inbox; respond to queries promptly.
• Troubleshoot Intapp Open database issues with vendor support.
• Respond to internal inquiries related to conflicts and record management policies.
• Daily tasks: file indexing, maintaining multiple records and conflicts databases, storage filing and retention.
• Assist onboarding/offboarding of legal files and update local databases.
• Oversee file transfers (physical and electronic) per External File Transfer process; assist with offboarding.
• Assist with file destruction procedures in line with firm policy.
• Maintain confidentiality of clients and legal records.
• Lift heavy boxes up to 50 lbs and perform other administrative duties.

Skills

Strong communication

Time management

Organizational skills

Prioritization

Independent work

Discretion

Service orientation

Education

Diploma or degree in Archives & Records Management or Risk Management

Tools

Intapp Open

Microsoft Office Suite

SharePoint

Teams

Excel

Access

Job description

We are currently looking for a full-time Coordinator, Conflicts and Records Management, for our Toronto office.
This is an exciting opportunity for an individual who wants to kick start their career at a downtown Toronto law firm
and wants to learn and expand their skillset under the close mentorship and supervision of the Advisor, Conflicts and Records Management.

This is a full-time contract position with an expected duration of thirteen (13) months. Core work hours are Monday to Friday, 9:00 a.m. to 5:00 p.m. The successful candidate willbe required to attend the office full-time during the initial one-month training period, followed by a four (4) day per week in-office schedule until March. Beginning in March, the role will transition to a hybrid work arrangement requiring a minimum of three (3) in-office days per week.

Key Responsibilities:

• Perform conflicts searches using Intapp Open and assist with file openings process; enter data, create alternate search terms, assign file opening requests to firm members, create reports, and maintain a conflicts database.

• Prepare and send weekly conflicts report email.

• Managing the Records Department and conflicts inbox and responding to queries in a timely manner.

• Problem solves database issues within Intapp Open, and able to liaise with the vendor team to resolve and trouble shoot any technical errors
  with the database.

• Respond to general internal inquiries received from lawyers and legal assistants related to conflicts and/or record management policy and procedure.

• Perform essential daily tasks such such as file indexing, maintaining
  multiple records and conflicts databases, sending
  and retrieving files to and from storage, and applying appropriate retention periods to closed files.

• Assist in the onboarding and offboarding activities for legal files and updating local databases and records appropriately.

• Oversee all file transfers, both physical and electronic, in adherence with the External File Transfer process, and assist with lawyer/partner offboarding process.

• Assist with file destruction procedures, ensuring that any file destruction complies fully with the
  firm policy.

• Maintain confidentiality relating to all clients & legal records.

• Perform repeated and regular lifting of heavy boxes (Up to 50 lbs.).

• Perform other administrative and clerical duties
  and support all other department projects as assigned.

Required Skills and Qualifications:

• Post-Secondary School Diploma and/or a dgree in Archives & Records Management or Risk Management (or equivalent) is preferred.

• At least 1-2 years of experience in records management, database maintenance, data entry, or similar would be considered an asset.

• Experience and knowledge in office practices and procedures, including record-keeping, filing, scanning, and information systems, is considered an asset.

• Strong verbal and written communication skills are essential.

• Demonstrate exceptional time management, organizational and prioritization skills.

• Self-starter, ability to work independently

• A service-oriented attitude with a high willingness to assist and maintain excellent service standards.

• Passionate about providing quality service and work product.

• Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.

• Proficient in Microsoft Office Suite, including Word, Excel, Access, SharePoint, Teams, and other related applications.

• Proficiency in computer skills is essential, including confidence in using keyboard shortcuts and working with large spreadsheets.

• Knowledge of current relevant legal industry practices and software is an asset.