Document Production Coordinator

Date Posted
Jan 07, 2022
Closing Date
Feb 07, 2022

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler is currently recruiting for a Document Production Coordinator. The successful incumbent will be responsible for coordinating the workflow amongst the document support team (Pods), ensuring the provision of appropriate, consistent, timely, and high quality service. This position provides technical mentoring to Document Support LSAs, and fosters strong communication and teamwork within and between the Pods.  Approximately one-third of the incumbent’s time will involve document production

Major Responsibilities:

  • Manages workflow of the Pods ensuring the incoming work is correctly prioritized, appropriately delegated, equitably distributed, completed on time, and is of the highest quality
  • Coordinates workflow and fosters communication and teamwork among and between all Pods in the office
  • Acts as a mentor to the Pod LAs. This includes providing guidance and instruction with respect to the work (e.g., firm procedures, legal knowledge, software, etc.), equipment (e.g., software, printer, scanner, photocopier, etc.), and the Firm (e.g., administrative services, culture, etc.)
  • Promotes the services of the Pod by touching base with legal professionals whose assistants are unexpectedly absent (where no replacement is provided) to ensure their work is completed
  • Provides support to the I.S. Service Desk regarding document issues including troubleshooting and cross-training as necessary to resolve problems
  • Provides support to Admin Departments regarding projects, lengthy assignments and other services as required
  • Manages and maintains staffing schedules for vacations, unplanned absences, lunches, training and holidays of all Pod LAs ensuring Pods are staffed appropriately
  • Allocates designated assistants to the Articling Students and Summer Students
  • Responsible for taking in Work Logs for all Pod Las, and organizes, prepares and maintains monthly Pod stat reports
  • Acts as an Audit Administrator ensuring audits are entered and circulated in a timely fashion for all offices and communicates with LPs and LAs with respect to audits
Position Requirements

Education and Experience

Community College diploma in Legal Office Administration.  Five years of experience working as a legal secretarial assistant, as well as a demonstrated leadership role.  An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

  • Ability to develop, motivate and lead a team and work as a contributing team member
  • Strong client service focus with ability to develop productive and professional relationships with team and internal/external clients
  • Exceptional technical skills including proficiency with MS Word, Excel, PowerPoint, iManage, Outlook, InterAction/CRM, Deltaview, Adobe, Internet,  Litera, and other unique applications used by specific practice areas
  • Thorough knowledge of Firm policies, procedures and standards
  • Highly organized with the ability to effectively manage multiple priorities
  • Exceptional interpersonal and communication (verbal and written) skills
  • Project management and delegation skills
  • Conscientious with strong attention to detail

To protect the health and safety of firm members and visitors and to comply with the recommendations of public health authorities, employment at Osler will be conditional on the candidate submitting evidence of being fully vaccinated against COVID-19.

How To Apply

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted.  Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.




No agencies or phone calls please.