Legal File & Administrative Coordinator

remotepeople; Vancouver; On-site; CAD 42,000 - 52,000; Full time

Job summary

Remote People is recruiting on behalf of a large national law firm for a Legal File & Administrative Coordinator to join its Vancouver office. This entry point into legal support work will expose you to a broad range of file management, billing, and client service functions.

You will handle scanning, document processing, file maintenance, engagement letters, onboarding procedures, and CRM contact updates while supporting the billing cycle and internal reporting.

Qualifications

• Legal Administrative Assistant certificate from an accredited program.
• 1–2 years of office experience in professional services or law firm.
• Strong Microsoft Office skills; document management system experience an asset.
• Familiarity with client management/CRM systems an asset.
• Strong written and verbal communication skills.
• Self-starter who can manage pressure and meet deadlines.
• Excellent attention to detail and team orientation.

Responsibilities

• Scan and save documents in the firm's document management system.
• Handle photocopying, faxing, and general document processing.
• Process file management requests, including reopening files and retrievals.
• Open, label, and maintain client file folders; add related parties.
• Prepare engagement letters as instructed by lawyers and legal support staff.
• Manage closed-file procedures per firm protocols.
• Keep filing and e-filing up to date.
• Support the billing cycle: pre-bills, proofreading, edits, and invoices.
• Assist with client onboarding procedures and conflict checking.
• Monitor conflict search reports.
• Maintain and update contact records in the firm's client relationship system.
• Track time spent on administrative tasks for internal reporting.
• Respond promptly to inquiries from lawyers and legal support colleagues.

Skills

Communication skills

Time management

Attention to detail

Team oriented

Self-motivation

Education

Legal Administrative Assistant certificate

Tools

Microsoft Office

Document management system

CRM systems

Job description

Remote People is recruiting on behalf of a large, well-established national law firm for a Legal File & Administrative Coordinator to join its Vancouver office. This is a great entry point into legal support work, offering exposure to a broad range of file management, billing, and client service functions.

What You'll Do

• Scan and save documents to the firm's document management system


• Handle photocopying, faxing, and general document processing


• Process file management requests, including reopening files and coordinating retrieval from storage


• Open, label, and maintain client file folders; add related parties as needed


• Prepare engagement letters as instructed by lawyers and legal support staff


• Manage closed-file procedures in line with firm protocols


• Keep filing and e-filing consistently up to date


• Support the billing cycle: pulling pre-bills, proofreading, minor edits, and finalizing invoices


• Assist with client onboarding procedures and conflict checking


• Monitor conflict search reports


• Maintain and update contact records in the firm's client relationship system


• Track time spent on administrative tasks for internal reporting


• Respond promptly to inquiries from lawyers and legal support colleagues

What You Bring

• Legal Administrative Assistant certificate from an accredited program


• 1-2 years of office experience, ideally in professional services or a law firm


• Strong Microsoft Office skills; document management system experience an asset


• Familiarity with client management/CRM systems an asset


• Strong written and verbal communication skills


• Self-starter who can manage pressure and meet tight deadlines


• Excellent attention to detail and team orientation