Administrative Support Specialist

2 weeks ago

Toronto, Ontario, Canada Davies Ward Phillips & Vineberg LLP Full time

About Davies Ward Phillips & Vineberg LLP

Davies is a top-tier Canadian law firm that consistently handles high-stakes matters. With offices in Montréal, Toronto, and New York, we are at the centre of complex deals and cases in Canada and abroad.

A position at Davies offers more than just a job. When you join our team, you will be welcomed by a collaborative environment where team members feel appreciated and encouraged to share their ideas while working alongside experienced professionals.

About the Position

As an Administrative Support Specialist - Records Management, you will help organize and manage physical and digital records for the firm. If you are highly organized, detail-oriented, and possess strong customer service skills, we encourage you to apply. This full-time position is based in Toronto and requires a presence from Monday to Friday between 9:00 a.m. and 5:00 p.m.

Primary Responsibilities

  • Maintain confidentiality of all firm records
  • Open and update client files, tracking changes and access
  • Perform data entry and file materials per department standards
  • Retrieve and close files for off-site storage
  • Reorganize file collections as needed
  • Respond to internal inquiries via email and phone
  • Document file locations and process closing books
  • Assist legal staff with file requests
  • Moderate lifting of boxes/files
  • Scan and upload documents to create digital copies
  • Support various projects as assigned

Qualifications

  • One to two years of administration experience is preferred
  • Data entry experience is a plus
  • Proficient with MS Office Suite (Excel, Outlook, Word, Adobe) and able to learn new software
  • Experience with Aderant software is an asset
  • Detail-oriented with a focus on accuracy
  • Self-directed with strong organizational and time management skills
  • Excellent verbal and written communication skills
  • A team player who can also work well independently
  • Strong prioritization skills and ability to handle multiple tasks
  • Capable of handling confidential information with good judgment

Salary and Benefits

The estimated salary for this role is approximately $55,000-$65,000 per annum, depending on experience. Davies offers a comprehensive benefits package, including health, dental, and vision coverage, as well as a retirement savings plan. We are committed to providing a diverse, inclusive, and accessible workplace for our employees.

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