Conflicts & Records Specialist

David Aplin Recruiting; Toronto; Hybrid; CAD 50,000 - 80,000; Full time

Job summary

An established industry player seeks a detail-oriented Conflicts & Records Specialist to join their dynamic team. This role offers a unique opportunity to engage in conflicts management and records oversight while collaborating closely with legal professionals. You will be responsible for conducting conflict searches, ensuring compliance with firm policies, and maintaining accurate records. The firm values a collaborative environment and offers a hybrid work model, allowing you to balance your time between the office and remote work. If you are proactive, detail-oriented, and possess strong analytical skills, this position could be your next career move.

Qualifications

• 3+ years of experience in conflicts management and records management.
• Strong analytical and problem-solving skills required.

Responsibilities

• Conduct conflict searches and assist with new business intake.
• Maintain accurate client and matter records and support audit inquiries.

Skills

Client Service Skills

Analytical Skills

Problem-Solving Skills

Attention to Detail

Time Management

Communication Skills

Interpersonal Skills

Education

Post-secondary education in a business-related field

Tools

CorpIntake

3E

Intapp Walls

Job description

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Our client is a leading professional services firm seeking to expand its team with a dedicated and detail-oriented Conflicts & Records Specialist. The firm is known for its commitment to excellence and a collaborative working environment.

About the Opportunity
This is a dynamic opportunity for individuals with a keen interest in conflicts management, business intake, and records management. The position offers a chance to contribute to firm-wide support services and gain exposure to various aspects of the legal and business processes.

About the Position
The Conflicts & Records Specialist will be responsible for handling key administrative tasks related to conflicts, business intake, and records management. The role involves working closely with legal professionals and assistants to ensure compliance with firm policies, providing conflict search support, and maintaining accurate client and matter information.

Key Responsibilities

• Conduct conflict searches to identify potential legal and business conflicts for new business intake and incoming legal professionals.
• Collaborate with Risk Management to resolve conflicts and other risk-related issues associated with new business intake.
• Assist legal professionals and assistants with the new business intake process.
• Review matter openings to ensure compliance with firm policies and Know Your Client (KYC) requirements, following up as necessary.
• Process matter closings and maintain accurate client and matter records.
• Generate various ad-hoc reports, such as client/matter reports, related party listings, and physical file reports.
• Support the audit inquiry process.
• Assist with records management, including file delivery to and retrieval from off-site storage and participation in records destruction initiatives.
• Provide after-hours support for urgent conflict search requests on a rotating basis.
• Contribute to department projects and initiatives as needed.

The Requirements

• Post-secondary education in a business-related field or equivalent experience.
• Minimum of 3 years of relevant experience, preferably in a professional services environment. Experience in conflict searching, business intake, and records management is a plus.
• Familiarity with business intake, conflicts, records management, and ethical wall software (e.g., CorpIntake, 3E, Intapp Walls) is an asset.
• Exceptional client service skills, with a proactive approach to completing tasks and resolving issues.
• Strong analytical, problem-solving, and attention-to-detail skills.
• Excellent time management skills, with the ability to prioritize tasks and meet deadlines independently.
• Outstanding verbal and written communication skills, with the ability to interact effectively at all levels of the organization.
• Strong interpersonal skills and the ability to work both independently and as part of a team.
• Ability to exercise sound judgment and handle confidential information with discretion.

Compensation
The firm offers competitive compensation and benefits as part of its commitment to employee well-being. Additional details will be provided during the interview process.

This position is part of the firm’s hybrid work model, requiring 3 days per week in the office. During the initial onboarding period, new hires will be required to be in the office more frequently to receive comprehensive cross-training.