Operations Associate (Legal AI)

CanadaVisa; Toronto; On-site; CAD 60,000 - 85,000; Full time

Job summary

CanadaVisa is seeking an Operations Associate in Toronto to help rebuild the firm’s day-to-day workflows. You’ll support Clio matter opening/closing, government mail processing, and accounts receivable tracking while documenting procedures to preserve institutional knowledge.

Ideal candidates have 1–2 years of experience, strong written and verbal communication, high attention to detail, and the ability to learn new systems quickly.

Qualifications

• 1–2 years of relevant work experience preferred; strong new grads are welcome to apply.
• Excellent written and oral communication to explain processes and write documentation that others can follow.
• High attention to detail to avoid costly mistakes.
• Analytical and fast learner for learning new systems.
• Relocation flexibility to Toronto in the future is a plus.

Responsibilities

• Legal ops execution: Support Clio matter opening/closing and file management, and help run the government mail process — ensuring time-sensitive government correspondence is tracked and communicated to clients.
• Accounts receivable support: Help track client payments against files, flag gaps, and support centralized payment-tracking processes.
• Process documentation: Write clear, usable SOPs and documentation for the procedures touched.
• General bizops support: Vendor coordination, reporting support, and other cross-functional projects.
• Spot and fix broken processes: Identify manual processes that are fragile or undocumented and help implement fixes.

Skills

Attention to detail

Work experience

Written & verbal communication

Analytical thinking

Relocation flexibility

Tools

Clio

Job description

Location: Toronto

Compensation: 60,000-85,000 CAD base, commensurate with experience

Type: Full-time

AI is rewriting the rules of legal practice. We're not watching — we're building.

CanadaVisa is Canada's immigration engine. Powered by Cohen Immigration Law, we've practiced Canadian immigration law for nearly 50 years and built the country's most-visited immigration site, reaching millions of people every month. We process thousands of cases a year across Express Entry, work permits, family sponsorship, citizenship, and criminal inadmissibility — and none of it runs without a strong operational backbone behind it.

About the Role

Our admin and operations function handles the day-to-day machinery that keeps the firm running: opening and closing files in Clio, processing government correspondence against legal deadlines, tracking client payments, onboarding new hires, and more. Today, much of that work is manual, undocumented, and owned informally by whoever's closest to it — and we're actively rebuilding it into a real operational system.

We're looking for an Operations Associate to be a hands-on part of that rebuild. You'll work directly on the legal ops and bizops procedures that run across the company — Clio file management, government mail processing, accounts receivable tracking, HR onboarding, and the documentation that makes all of it repeatable. This is a broad, foundational role for someone early in their career who wants to learn how a real business runs from the inside, with real room to grow as the operations function matures.

What You'll Do

• Legal ops execution: Support Clio matter opening/closing and file management, and help run the government mail process — making sure time-sensitive government correspondence gets tracked, actioned, and communicated to clients without anything falling through the cracks.

• Accounts receivable support: Help track client payments against files, flag gaps, and support the build-out of a more proactive, centralized payment-tracking process.

• Process documentation: Write clear, usable documentation and SOPs for the procedures you touch, so institutional knowledge lives in a system rather than in someone's head.

• General bizops support: Pitch in wherever the operations team needs it — vendor coordination, reporting support, and other cross-functional projects as they come up.

• Spot and fix broken processes: Notice where a manual process is fragile or undocumented, flag it, and help build the fix.

Who You Are

• High attention to detail — you catch the small things before they become expensive problems.

• 1-2 years of relevant work experience preferred; strong new grads are welcome to apply.

• Excellent written and oral communication skills — you can explain a process clearly to a non-technical colleague and write documentation someone else can actually follow.

• Analytical and a fast learner — comfortable picking up new systems and figuring out how something works without a detailed playbook.

• Relocation flexibility. Open to relocating to Toronto in the future is a plus.

Nice to Have

• Experience at a LegalTech, law firm, or high growth technology company.

• Experience with Clio or similar practice/case management software.

• Experience creating operational procedures, SOPs, or documentation from scratch.

• AI-curious or AI-native — you already use AI tools to work faster and want to get even better at it.

• Experience with Claude Code or Claude Cowork and the like.

The Offer

• Direct exposure to how a fast-growing legal/tech business actually runs — finance, legal ops, HR, and IT all in one seat

• Real ownership early — the operations function is actively being rebuilt, and you'll help build it, not just maintain it

• Room to grow as the team scales, including the possibility of relocating to Toronto as the company's footprint grows

• Collaborative, AI-first culture

Applicants must be currently authorized to work in Canada on a full-time basis now and in the future.