Coordinator, Legal Operations
2 months ago
We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.
We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at
Your key contribution:
The Coordinator, Legal Operations function is a vital part of our national Business Immigration (BI) team and is focused on supporting the team in standardizing our processes and creating greater efficiencies. The Coordinator will assist us in achieving client service excellence in delivering high-quality business immigration services in a cost-effective manner.
You will have a strong work ethic, possess a mind-set of continuous improvement, and are a self-starter in a fast-paced environment.
Your key objectives
Administrative and File Management
- Conduct conflict searches, monitor conflict search reports and clear conflicts if needed
- Prepare engagement letters for various types of immigration matters as instructed by Lawyers and Paraprofessionals
- Attend to opening new client matters in Intapp
- Provide online intake questionnaire link for new clients
- Prepare HST/GST/QST Exemption Form for Non resident Individuals/Non-Resident Entity to determine the tax or tax exemption, as applicable
- Create new Foreign National and/or Employer record in BI Group’s current Immigration Management System, INSZoom
- Enter immigration document expiration entries in INSZoom and Upload immigration documents
- Ensure client billing details or e-billing requests are kept up-to-date (prepare File/Forward Master Changes etc.)
- Undertake all client matter closing procedures, as needed
- Review lawyer’s time entries and alert them of any unreleased time on a monthly basis
- Create intake portal enhancements and communicate with the Digital Hub
- Complete general administrative duties as required
Communication
- Access BI Lawyer Representative Portal on Immigration, Refugees and Citizenship Canada website to obtain correspondence, save in applicable client file and alert the appropriate Paraprofessional and/or Lawyer of same
- Act as a primary contact for BI team by liaising with mailroom team on all incoming client correspondence, communicate with appropriate Paraprofessional and Lawyer, forward correspondence to client as instructed by BI team
Financial
- Assist Lawyers and Paraprofessionals in the billing process including pulling pre-bills, completing necessary edits on pre-bills, finalizing invoices and sending invoices
- Transfer time/disbursements accounting to Lawyers’ instructions
- Request cheques or bank transfer to pay third-party vendors (such as translation companies), as appropriate
- Prepare Credit Card Payment Form (new retainer or payment of invoices)
- Prepare Trust Deposit Advice and Trust Cheque Requisition and send them to the appropriate individuals in accounting
- Credit control process by tracking disbursements using fee receipts and file number of the transaction received from BI Lawyers and Paraprofessionals
- Reconcile monthly credit card statements to ensure that all charges are accounted for and then send to accounting for further action
- Proactively monitor and review billing system to ensure that client data is kept current and accurate
What you bring to our Team
Along with your enthusiasm, positivity and passion for excellence, you bring the following key experience and skills to our team:
- Legal Assistant Diploma or equivalent experience
- 2 to 3 years experience in a law firm or professional services environment, in a finance/billing related role
- Superior organizational and data management skills
- Strong computer skills, particularly with the Firm’s preferred technologies
- Capacity to perform duties with speed and accuracy
- Strong time management and ability to work under pressure in meeting deadlines
- Ability to follow instructions with mínimal supervision
- Strong initiative
- Written and verbal communications skills in French and English are required
BLG Beyond Cultural Values
In BLG Beyond, every member of our team has the responsibility and privilege to uphold our cultural values. Our shared values allow us to ensure our colleagues, teams and clients are ready for what’s next, that we are embracing the art of the possible through innovation and we are shaping how we engage with one another to continue on our entrepreneurial path. Our culture is not just words on a page or website, it is at the core of what we do, how we communicate and lead it’s our DNA. Our cultural values allow us to be:
Visionary
We challenge the status quo and bring creativity to deliver more effective solutions. Push ourselves to think outside of the box.
Bold
Confidently taking risks and going above and beyond to crea
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