Litigation Support jobs in Burnaby, BC

Legal Operations & Scheduling Coordinator

Reception | Client Intake | Paralegal Support

Taylor & Blair LLP is a boutique Vancouver litigation firm practising in personal injury, insurance denial claims, employment law and elder law.

We are seeking a full-time Legal Operations & Scheduling Coordinator to join our Vancouver office and work alongside another Coordinator already in the role.

This is a varied, hands-on position combining client intake and reception, scheduling and office coordination, and administrative support for our lawyers and paralegals. The two Coordinators work closely together to manage priorities, share responsibilities, and keep the office running smoothly.

This role is ideal for someone who is highly organized, personable, comfortable juggling competing priorities, and enjoys being part of a busy, collaborative team.

Hours, compensation and benefits

Monday to Friday, 9:00 a.m. to 5:00 p.m., at our Vancouver office. Compensation range: $55,000,00 - $65,000.00. Extended health benefits are included. We are happy to train the right person on the legal side of the role.

What you will do
The responsibilities below are shared between the two Coordinators. The role is collaborative rather than divided into separate reception, scheduling or support positions, and both Coordinators are expected to help cover the full range of duties as required.

Reception and client intake

• Greet clients and visitors in a professional, welcoming way.
• Answer the main switchboard, gather initial client information, screen new client calls and direct callers to the right person.
• Check voicemail and manage holiday and after-hours messages.
• Provide intake and confidential information sheets to new clients and set up secure document links.
• Create potential client folders, open and close client files in both physical and digital form, and transfer materials into active files once a client is retained.
• Prepare consult bills, take client payments, handle basic invoicing and post payments to the firm's accounting system.
• Send out of town packages and retainer agreements to new personal injury, insurance denial and employment clients, following the steps required for each file type.

Scheduling and coordination

• Book consults and client appointments and keep the lawyers' calendars current.
• Set up and coordinate Zoom and in person meetings, including preparing meeting rooms and equipment.
• Schedule and book trials, Examinations for Discovery, Mediations and other Court matters.
• Work with the other Coordinator to manage scheduling demands and balance competing priorities across the team.

Paralegal and litigation support

• Assist paralegals with overflow tasks and file work as needed.
• Route mail and faxes received by email to the correct paralegal, maintain client file lists, and keep filing current.
• Photocopy, scan and prepare documents, file library materials, and deliver documents to local addresses when required.

Office administration

• Handle incoming and outgoing mail, verify enclosures against letters, and manage registered mail and couriers per firm protocol.
• Order and maintain office supplies and arrange service calls for office equipment.
• Laise with vendors and maintain vendor database

What we are looking for

• At least 2 years' experience in a law firm or professional office, ideally as a receptionist, intake specialist or legal administrative assistant.
• Fast, accurate keyboarding and strong Microsoft Office skills. Experience with Clio Manage, ESILaw or QuickBooks is an asset.
• Highly organized and self-motivated, able to multitask and shift gears quickly.
• Strong attention to detail and a habit of showing initiative.
• Team-oriented and comfortable working closely with another Coordinator in the same role, including dividing responsibilities, communicating clearly about priorities and stepping in for one another as needed.
• Excellent written and verbal English. A second language is an asset, particularly Punjabi, Mandarin, Cantonese or Tagalog.
• Strong computer skills and technical aptitude are assets, including experience with common office software and technology and liaising with IT support providers.

How to apply
Please email your resume with a brief email introducing yourself to David Goldberg at david@taylorandblair.com. Only candidates being considered will be contacted.

Please include “Legal Operations & Scheduling Coordinator” in the subject line.

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Extended health care

Work Location: In person