Matter Service Specialist

Property Law Firm CB LLP; Oakville; On-site; CAD 60,000 - 90,000; Full time

Job summary

Property Law CB LLP is seeking an operations-focused professional to join the Matter Services team in Oakville. You will process financial transactions, manage trust accounts, and coordinate information with banks and lenders in a fast-paced, structured environment.

As you excel, you will develop SOPs, build automation, and share improvements with teammates. This is a collaborative, growth-oriented role with onboarding and a clear path to greater responsibility.

Qualifications

• Experience in a structured, operational, or process-driven environment.
• 2–5 years in a rapid, high-volume setting (not required to be in legal or real estate).
• Ability to learn new tools quickly and to translate processes into SOPs and scalable workflows.
• Proven track record of improving efficiency and accuracy in busy workflows.

Responsibilities

• Process a high volume of financial transactions and manage trust account operations.
• Chase down information from banks and lenders and maintain data across multiple systems.
• Measure service delivery against SLAs and refine SOPs and automation to reduce manual steps.
• Create and share improvements with teammates and mentor others as you grow in the role.

Skills

Systems thinking

Tech fluency

Clear writing

High-volume work

Proactive communication

Mentoring

Tools

Spreadsheets

Job description

You're good at what you do. You keep things running. You're fast, accurate, and organized.

But nobody's asking you to make it better.

You can see the broken process, the manual step that should be automated, the SOP that doesn't exist yet. You've made suggestions before, maybe even built a spreadsheet or a workflow that quietly made your whole team faster. And nobody noticed. Or worse, they noticed and said "that's not your job."

Here, that's exactly the job.

What you'll actually do

You'll join the Matter Services team at Property Law, an internal group that provides fast, structured services to our client-facing teams. Think of it as running an internal service desk where speed, accuracy, and consistency are everything.

Day-to-day, you'll process a high volume of financial transactions, manage trust account operations, chase down information from banks and lenders, and maintain data across multiple systems. Each task takes 2 to 10 minutes. The work is structured and the rhythm is steady: if you've worked in a busy kitchen, a dispatch centre, or a high-volume ops floor, you'll recognize it.

Here's what makes this different: as you master the work, you'll also start making it better. You'll measure service delivery against SLAs. You'll write and refine the SOPs. You'll build the spreadsheet or the automation that eliminates a manual step. You'll spot the thing that shouldn't be standardized and recommend it be separated out. Then you'll teach what you've built to the person next to you.

You won't be doing this alone or figuring it out from scratch. You'll have structured onboarding, clear playbooks for every service you run, and a manager whose job is to develop your improvement skills and clear the path so you can use them.

Execute it, measure it, standardize it, improve it, automate it. That's the cycle. That's the job.

This role is for you if

• You think in systems. When you see a process, you instinctively ask how to make it faster, more accurate, or more repeatable.
• You're tech-fluent in a practical way. You pick up new tools quickly, you build structured spreadsheets without being taught, and you never need help with basics like Slack threads or email management.
• You write clearly. SOPs, documentation, Slack messages: your written communication is precise, organized, and appropriate to the audience.
• You're energized by structured, high-volume work. A steady cadence of well-defined tasks focuses you rather than drains you.
• You communicate proactively. You flag issues before they become problems. You know the difference between communicating up (concise, directional) and communicating across (detailed, contextual).
• You teach what you learn. You believe that teaching something is the best way to master it, and you're willing to mentor others as you grow into the role.

This role is not for you if

• You prefer to work independently through a queue with minimal interaction. This is a high-collaboration, team-based environment.
• You're looking for a path into paralegal, law clerk, or client-facing legal work. This is an operations career track.
• Your primary value proposition is industry knowledge or domain expertise. We hire for how you think, not what you know.
• You need a fully remote role. This position requires in-office presence in Oakville most days due to the nature of the work (trust account operations, bank visits).

What you'll get

• Real ownership over improvement. As you master the production work, you'll take increasing ownership of how things are done. Your manager's job is to develop that capability and clear the path so you can use it.
• A team that actually operates like a team. Fluid task assignment, real-time collaboration, and shared accountability. Not a poster on the wall.
• Visible impact. Short feedback loops between effort and outcome. You'll see the SLA improve, watch your SOP get adopted, measure the results of the tool you built.
• A clear growth path. Strong performers move to Senior Operations Specialist within 12 to 18 months, with defined expectations and a meaningful comp increase.
• A company that's building. Property Law is constructing the operational infrastructure to scale legal services nationally. You'll be part of the build, not maintaining a legacy.

The practical stuff

Location: Oakville, Ontario. In-office position.

Hours: Standard business hours, approximately 9 to 5. Occasional earlier starts during peak days.

Experience: 2 to 5 years in a structured, operational, or process-driven environment. This does not need to be in legal or real estate. SaaS operations, fintech, logistics, hospitality, banking operations, or similar high-volume environments all apply.

Assessment: As part of our process, you'll complete a short practical exercise (about 30 minutes). We evaluate people on what they can do, not just what they say they've done.

About Property Law

Property Law is a national residential real estate law practice operating across Ontario and Alberta. We're not a traditional law firm. We use structured operations, purpose-built technology, and a service-driven model to deliver legal services at scale. Our operations team is the engine behind that delivery: fast, measured, and always improving.

We're growing, and we're building the team that will take us there.