In an effort to continually strive to improve upon the efficiency in how we handle our clients’ legal matters, Carson Law Office Professional Corporation located in Burlington, Ontario, is actively searching for the following full-time positions to join our growing team:
Real Estate Manager
Wills Clerk
Administrative Assistant
Junior Financial Clerk
The successful applicants will be motivated, tech-savvy and team-oriented. A detailed job description for each position along with a list of expectations and requirements can be found below.
Any and all interested candidates should provide a resume and cover letter to our Manager of Employee Relations, Stephanie Badour, at stephanie@carsonlaw.ca
Real Estate Manager
The Role:
Reporting directly to Ryan Carson, the ideal candidate is passionate about real estate with 10+ years knowledge and experience handling residential and commercial real estate files within the legal environment. This candidate can facilitate a high volume of real estate files, such as purchase, sale, refinance and multi-residential transactions, from start to finish while overseeing and managing a small team. This candidate can thrive in a fast-paced environment and is looking to make a difference by adding their personality and professional career experience to a growing law firm.
Key Duties & Responsibilities:
• Review day of closing documents, such as fund summaries, draft accounts and draft ledger, to confirm banking transactions;
• Review and manage all aspects of file preparation including completion of the real estate file checklist, providing direction to the real estate team with incomplete or follow up tasks;
• Responsible for all day of closing changes in Unity and client file;
• Provide direction to and work proactively with firm real estate lawyers;
• Track maturity date for all private mortgages;
• Main conduit for clients, agents, mortgage brokers and third parties on all real estate matters;
• Work closely with the Finance & Bookkeeping Manager/department on the transfer of money to financial institutions, the client, between the firms’ accounts, and post closing financial changes or issues;
• Handle any day of closing issues and coordinate with lawyers any terms of extensions;
• Keep the real estate team updated on all changes to client files;
• Seek innovative solutions to issues with the ability to deal with multiple priorities in a limited time frame;
• Can collaborate with the real estate and management team to identify ways to improve department effectiveness and implement viable ideas;
• Resolve conflict that arise among team members and look for teaching opportunities;
• Participate in training sessions and Operations/Management meetings as directed;
Applicants must also be able to meet the following requirements:
· Must be proficient in Teraview, Unity, PC Law, Microsoft Office and Adobe;
· Natural leader and team player with clear communication skills;
· Extremely high organizational skills and attention to detail;
· Excellent time management skills;
· Provide outstanding customer service;
· Be able to work collaboratively, independently and strategically with minimal supervision;
Projected Salary: Salary level is commensurate with experience
Projected Start Date: Negotiable
Work hours per week: 40-50 hrs
Paid Leave: 15 days per year that can be scheduled by you, plus bank holidays and closures, plus one week between Christmas and New Year's
Benefits: Dental/Medical coverage offered following the completion of 3-month probation period
Wills Clerk
Key Duties and Responsibilities:
• Drafting Wills, Powers of Attorney and Codicils;
• Prepare notarized copies of documents;
• Ability to properly open a file and initiate follow-up for any outstanding matters;
• Responsible for all monetary funds associated with a file;
• Maintain Wills database;
• Timely posting of client disbursements;
• Preparation of client invoices;
Applicants must also be able to meet the following requirements:
· Two - Five years’ minimum working experience with Wills;
· Proficient in Will Builder and PC Law;
· Knowledge of MS office software (I.e., Word, Excel, Outlook, etc.);
· Ability to handle multiple tasks and prioritize appropriately while in a fast-paced environment;
· Capable of working independently while participating in and supporting a team;
· Excellent organizational skills with a strong attention to detail;
· Must have access to a vehicle and valid G driver’s license.
Projected Salary: $40,000 - $45,000 per year - commensurate with experience, can be negotiated.
Projected Start Date: Negotiable
Work hours per week: 40-44 hrs
Paid Leave: 15 days per year that can be scheduled by you, plus bank holidays and closures, plus one week between Christmas and New Year's
Benefits: Dental/Medical coverage offered following the completion of 3-month probation period
Administrative Assistant
Key Duties & Responsibilities:
• Support the file opening team by collecting and reviewing client information and inputting into various systems (PC Law, Conveyancer, Hub Spot, Company Shared Server, etc.);
• Help in maintaining business workflows, including the passing of file and client information to appropriate team members;
• Provide pricing estimates and firm information to prospective clients;
• Assist in other departments as needed;
• Act as a substitute for reception;
• Filing, organizing, scanning, faxing;
• Various other administrative duties;
Applicants must also be able to meet the following requirements:
· Strong data entry and computer skills;
· Must be comfortable working in a fast-paced environment;
· Ability to multitask with a high attention to detail;
· Knowledge of MS office software (I.e., Word, Excel, Outlook, etc.);
· Provides excellent customer service;
· Must have access to a vehicle and valid G driver’s license.
Projected Salary: $38,000 - $40,000 per year - commensurate with experience, can be negotiated.
Projected Start Date: Negotiable
Work hours per week: 35 hrs
Paid Leave: 15 days per year that can be scheduled by you, plus bank holidays and closures, plus one week between Christmas and New Year's
Benefits: Dental/Medical coverage offered following the completion of 3-month probation period
Junior Financial Clerk
Key Duties & Responsibilities:
• Report to and receive primary instructions from the Senior Financial Clerk on a weekly/daily basis;
• Pay vendor bills and managing accounts payable;
• Become familiar/comfortable and work daily with the RBC Express online banking platform;
• Monitor trust account activity and submit funds transfers/payments for approval;
• Assist with client billing and accounts receivable functions;
• Assist with cheque preparation and printing, as needed;
• Assist with data entry of receipts and disbursements;
• Go over monthly bank account reconciliations and reviewing banking errors;
• Perform bank runs, whether scheduled and/or assigned, as needed (post-pandemic);
• Arrange for bank drafts and/or certified cheques, as needed, to complete real estate transactions (post-pandemic);
• Perform filing and organizational duties;
• Other duties as assigned by direct supervisor and/or senior management;
Applicants must also be able to meet the following requirements:
· Must have graduated from a post-secondary program in finance or related field;
· Five years’ minimum working experience as a financial clerk, ideally within a legal practice;
· Knowledge of MS office software (I.e., Word, Excel, Outlook, etc.);
· Previous experience using PC Law or comparable accounting software;
· Must have access to a vehicle and valid G driver’s license;
Projected Salary: $30,000 - $36,000 per year
Projected Start Date: Negotiable
Work hours per week: 40-44 hrs
Paid Leave: 15 days per year that can be scheduled by you, plus bank holidays and closures, plus one week between Christmas and New Year's
Benefits: Dental/Medical coverage offered following the completion of 3-month probation period
All Applicant Expectations/Requirements:
Carson Law is currently working to develop a reputation in the legal industry as providing exceptional customer service and communication with clients. Therefore, above all else, there is an expectation that the person acting in this role will maintain a pleasant and positive demeanor at all times if/when interacting with clients, financial institutions, and/or other law firms. Since the development of the COVID-19 pandemic situation, Carson Law has transitioned a significant amount of its financial operations to online and e-banking. Therefore, applicants will be expected to be comfortable working with web-based applications and be able to learn/troubleshoot a variety of different software.
Pandemic Operations and Office Safety
Since March 16, 2020 and the escalation of the COVID-19 pandemic that has resulted in various province-wide restrictions, Carson Law has taken steps to keep its staff and clients safe by establishing a remote working environment as well as coordinating virtual signing appointments. As Provincial and Municipal Governments are constantly making adjustments to their safety measures and recommendations, we continue to fluctuate between having a completely remote workforce and a rotating schedule that has our staff splitting time between working from home and attending the office as a way to reduce traffic in the workplace and adhere to physical distancing recommendations. New hires will need to be versatile, organized, and self-motivated enough to work effectively through remote workstations when necessary, but comfortable being in a professional office setting on a regular basis. Candidates will be educated in our firm policies and procedures upon being successfully selected for a position.
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