Our Canadian offices are an essential part of Clyde & Co's global
practice, providing a strong regional focus for both local and
international clients across a range of complex and contentious
matters, including professional liability, casualty, construction and
infrastructure, cyber risk, class action defence, insurance defence
and coverage, D&O liability and product liability. Our lawyers
have vast experience litigating disciplinary proceedings against a
broad range of professionals as well as handling fraud, antitrust,
anti-corruption and regulatory investigations.
At Clyde & Co, we offer a highly supportive culture in a
friendly, welcoming environment, characterized by diversity and
inclusion. Our fast-growing international firm is known for its global
outlook, comprehensive practice, and genuine commitment to clients as
well as for its distinctive approach within an open, fast-paced and
rapidly changing field.
Overview of The Role
The Office and Records Clerk position involves
providing constant assistance and delivers exceptional customer service
to all lawyers and staff, namely providing general document
production, mail and other office services support. They will also
perform records management related tasks including paper and digital
file management, fulfilling client record requests and a variety of
special projects as needed.
Work schedule 9:00 to 5:00 pm - On site at the office full-time
Primary Responsibilities
A - Office and Records Clerk Duties
Handle photocopying, binding, and printing requests as needed;
Purchase and restock office supplies:
Monitor regular paper supply and firm stationary
Replace paper in the printer trays for our copier machines
including daily office walk to replenish paper supply at the
individual printers located around the office
Collect, sort and distribute mail and courier packages:
Pick up/drop off mail at Canada Post and attend to overnight couriers
Fill out bills of lading and communicate with courier
companies to collect and track deliveries when required
Send/monitor and distribute both incoming and outgoing faxes to
ensure documents reach the correct recipients;
Assists with downloading and saving electronic records;
Conduct periodic check-ins to assist Legal assistants with
overflow of physical filing and rearranging files in the cabinets;
Assist in managing local library inventory and supervise library
filing updates once he/she can be trained on this task;
Taking initiative to resolve issues relating to all tasks with a
sense of urgency while keeping the Office Manager informed.
B - General Administrative Duties
Provide the Finance team with on
the ground assistance for various Finance related tasks;
Reserve, prepare, and tidy conference rooms for meetings: this
includes making coffee, ordering and setting up of refreshments,
breakfasts, and/or lunches prior to any meetings;
Ensure the general cleanliness of all the areas in the office
Assist Legal Assistants with photocopying, binding, printing,
light IT support, and to search for/scan physical files in office
when assistant is working from home;
Assist and provide regular status updates with event planning and
resolving maintenance issues;
Maintain contact with the building owner for any inquiries
concerning the premises (e.g. heating, air conditioning, repairs, etc.);
Scan and report all incoming regular and trust cheques to Accounts
Payable Specialist for processing or redirected to other firms based
on lawyer instructions;
Act as onsite liaison to support IT with general needs like
independently setting up workstation equipment, printer maintenance,
data transfers and also aiding with remote troubleshooting during
video conference or server errors;
Managing and Administering Key Cards in Brivo & submitting
reports as needed;
Organize the document archiving process by maintaining an ongoing
ledger to ensure easy retrieval from offsite storage at Iron
Mountain, if applicable;
Take part and assist in executing North American office
initiatives with fellow OA colleagues.
C - Reception Duties
Answer, field, and transfer calls; redirect e-mails effectively in
a courteous & professional manner;
Greet clients, judicial officers, and other visitors who come to
our office's reception area and respond to any inquiries they may have;
Ensure all meetings, boardroom/visitor office bookings are entered
in the system promptly and accurately;
Entering any requests for snacks and refreshments in the boardroom
booking system;
Fill out bills of lading and communicate with courier companies to
collect and track deliveries as needed;
Maintain validity of administrative procedures including telephone
extension lists, client lists;
Handle general and special requests from visitors and staff members;
Perform other related tasks and/or administrative duties as needed.
Qualifications Required
College diploma in office automation, secretarial studies,
administration, or equivalent;
Minimum of 5 years of similar or relevant experience in the legal
sector ideally or other professional services environment;
Onsite presence at the office 5 days per week;
Ability to use the Microsoft Office suite at an intermediate
level; knowledge of the iManage document management system is a plus;
Strong sense of organization, marked attention to detail,
accomplish tasks with diligence;
Ability to multitask and to show flexibility by adapting to
evolving needs;
Demonstrate professionalism when communicating and interacting
with clients, visitors, and Clyde & Co staff members, both
locally and globally;
Excellent interpersonal skills, tact and discretion;
Ability to work both independently and within a team;
Sound judgement, resourcefulness and ''can do'' attitude.
This is the job description as constituted at present however the
Firm reserves the right to reasonably amend it in accordance with
the changing needs of the business.
