File Opening Administrator (1-Year Contract)

Job Responsibility: About Us: Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary. Our Culture: At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all. Role Overview: Our Toronto office is seeking a File Opening Administrator to join our Finance Department for a 1-Year contract. This role supports the client intake process by ensuring timely and accurate opening of new clients and matters in accordance with firm policies and Law Society by-laws. The successful candidate will demonstrate strong attention to detail, accuracy, and client service orientation. The successful candidate will be responsible for:

• Opening new clients and matters in compliance with firm procedures and regulatory requirements.
• Collecting and validating client and matter information, ensuring data integrity in firm systems (3E, Intapp New Business Intake)
• Collecting and validating partner designation data which is used for partner compensation analysis purposes
• Responding to internal inquiries regarding client/matter intake processes.
• Clearing the generic File Opening mailbox, handling requests in the order received, and prioritizing as required.
• Collaborating with team members on projects aimed at improving the File Opening module in 3E (practice management system).
• Supporting training and guidance for legal assistants on file opening protocols.
• Collaborating with departments including Billing, Collections and Legal staff.
• Maintaining complete records of client and matter intake in firm systems.
• Assisting and supporting the new system testing and implementation.

The successful candidate must have the following education, experience and/or demonstrated skills:

• Post-secondary diploma or equivalent experience in a legal, accounting, or professional services environment.
• 1–3 years of relevant experience in a conflicts, intake, or risk management role (legal industry experience preferred).
• Experience with systems such as 3E, Elite Enterprise, Aderant, Intapp Conflicts, Intapp Intake considered an asset.
• Excellent analytical, organizational, and critical thinking skills.
• High attention to detail and accuracy, particularly when working under pressure.
• Ability to work independently and as part of a collaborative team.
• Exceptional written and verbal communication skills.

Employment Type : Full Time, 1-Year Contract What we offer:

• Competitive compensation + Extended Health & Dental Care.
• Diversity and Inclusion Centric Culture.
• A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
• A fully stocked kitchen with healthy snacks, plus coffee, tea, and drinks throughout the year.
• A business casual dress code (client/day specific).
• A hybrid work environment.

Cassels is an equal opportunity employer with a strong commitment to diversity, inclusion, equity and an accessible environment. It is our priority to remove barriers to provide equal access to employment. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities. All qualified candidates are encouraged to apply, and we will provide appropriate accommodation for candidates with disabilities or accessibility needs throughout the recruitment process, upon request. Please contact our recruiter for any questions, accommodations or specific requests. We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted. We regret that we are unable to respond to individual inquiries about application status, unless required for accommodation purposes.