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Job Title Office Services and Records Clerk
Job Location Calgary
Job Type Business/Professional Services & Support

A Few Words About Clyde & Co

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.