Paralegal/Admin (Remote)

Our employer is a busy collections/Small Claims practice.

They are looking for a sharp, organized Paralegal who can move files from intake to enforcement with confidence. You'll manage a steady docket, draft court materials, keep the database immaculate, and communicate professionally with clients, courts, and opposing parties (including firm but courteous collection calls). A candidate should be able to work independently and should also be able to switch frequently between tasks as needed. And be able to work under pressure of steady volume and certain time constraints /requirements needed.

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Email & File Management

• Monitor shared and cc'd inboxes; triage and respond within firm service level commitment.
• Open new matters: onboard client files, run basic conflicts checks, set up records in the case database, and capture retainer/engagement details.
• Maintain file logs:
• record every touchpoint/action in the database in real time.

Client, Court & Opposing Party Communication

• Draft clear correspondence to clients, courts, debtors, and representatives; prepare call notes and settlement summaries.
• Make professional collection-style calls to debtors; document outcomes and next steps.

Drafting & Filing (Ontario Small Claims Court)

• Prepare, file, and serve: Plaintiff's Claims, Defences,
• Defendant's Claims/Defence to Counterclaim, motion records (notices, affidavits, draft orders), Settlement.
• Conference Briefs, Terms of Settlement/Minutes of Settlement, and Consents.
• Post-judgment work: Notices of Garnishment, Writs of Seizure and Sale, examination notices, and related enforcement materials.
• Prepare affidavits of service and manage service via process server when required.
• Use Ontario e-filing portals (e.g., Justice Services Online) and track confirmations.

Scheduling & Hearings

• Calendar all court dates (your own and the principal's) and notify clients promptly.
• Prepare for and attend settlement conferences, motions, and trials (in person or Zoom) as assigned; organize briefs, exhibits, and witness materials.

Enforcement & Recovery Support

• Coordinate with Sheriff's offices and court staff.
• Assist with debtor/asset discovery (corporate profiles, basic OSINT, credit reports, writ searches) within legal/ethical boundaries.

Billing & Administration

• Enter time and disbursements accurately; prepare invoices as directed.
• Maintain tidy digital files that are audit-ready and LSO-compliant.

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Legal Knowledge

• Solid working knowledge of Ontario Small Claims Court practice and procedure
• Understanding of limitation periods and response deadlines
• Familiarity with enforcement processes and related documentation

Core Paralegal Competencies

• Proven experience drafting and filing Small Claims documents and enforcement materials
• Excellent written communication and professional phone presence (firm, respectful, clear)
• Strong docketing/calendaring discipline
• Ability to switch between tasks in a high‑volume, time‑sensitive environment
• Ability to maintain detailed and contemporaneous file notes and accurate time entries

Technical Skills

• Proficient with:
  • Microsoft Word
  • Microsoft Excel
  • Adobe Acrobat
  • Online case/collections databases (training provided)
• Experience with Ontario e‑filing portals, Sheriff/enforcement offices, and Zoom hearings
• Familiarity with collections platforms (e.g., D2R Collect or similar)
• Ability to use basic spreadsheet reports and template automation tools
• Experience using MS Outlook, Word, Excel, Acrobat, and an online database (as KPIs require)

Professional Requirements

• Adherence to Law Society of Ontario rules, including confidentiality, privacy, and civility
• Use of ethical, non‑harassing practices in all collection communications
• Strong commitment to accuracy, compliance, and procedural integrity

Assets (Should‑Haves)

• LSO‑licensed Paralegal (P1)
• Experience in collections work or debt recovery processes
• French or other language skills
• Valid driver’s licence for occasional in‑person filings or appearances

Performance Expectations (KPIs)

• Inbox and cc’d items triaged same day; client updates within one business day where possible
• 100% of file actions logged in the case database
• Zero missed deadlines; all court dates calendared and confirmed
• Consistent and effective use of required software tools