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Matter Management Administrator

HGR Graham Partners LLP

Position Description:

The role of the Matter Management Administrator is to assist lawyers, clerks, and all visitors to the office by performing various administrative tasks while providing considerate and professional assistance either by phone, mail, or e-mail, be professional, polite, and have excellent attention to detail. Ability to adapt to any
situation and be able to improvise under high pressure circumstances. Must have excellent computer skills, perform multiple office tasks, and excel at both verbal and written communication. Must be able to execute multiple tasks while contributing to a positive work environment.


Opening new matters:
1. Receives new matter form from law clerk, reviews and opens it or deletes it and
advises the clerk of missing info and reason for deletion for matters for all 3
2. Open new matters once approved and distribute files to assistants
3. Send matter report to all lawyers at end of the day.

Matter Management
• Responsible for the updating of client information across all data bases
• Assist in file retrievals and filings
• Assist in retrieval of client documents from vault, making copies available for pick
up sometimes making notarial copies
• Help staff members locate files

Closing files:
• After receiving from bookkeeping, assign file close # (Midland) close file in
• input closed file numbers in law base when receive list from other offices
• 2. Assist in closing files including maintaining a list of closed numbers, record in
Law Base and transfer files to storage area we also deal with storage issues and
work with partners/storage associate to sort out issues with the vaults

Reception Administration
• provide reception coverage, answering calls, greeting clients, opposing council
• Open, date stamp and deliver incoming mail
• Answer overflow phone lines, 50% of calls come through to us so any new hire
must be comfortable talking on the phone and dealing with a spectrum of
temperaments/questions etc.

Other Administrative
• Responsible for ordering office supplies including ink and labels for postage
machine (includes toiletries, water jugs, sugar for coffee and other non-office
• Order couriers to send back used cartridges for xerox machine
• Assist with bank runs.
• Deliveries- to opposing parties, municipal offices for Midland and occasionally for
• Responsible for postage supplies, complete registered letter documents and
co-ordinate irregular post office mailings – all outgoing mail comes through us, we
will create envelopes if the assistant hasn’t already, weight out and deliver to the
post office at the end of the day
• Sort and distribute contents of delivery buckets this is partially us and partially
reception, they are technically supposed to go to reception to be sorted and
recorded but when people bring them from other offices instead of going by
Purolator they give them to us and we sort them out
• Other duties as assigned- such as:
– submit new real-estate files by taking information from the lawyer and
purchase/sale agreement, running a conflict check, filling in and submitting new
matter form then proceeding to open as regular
– Locating missing files
– Saving IDs has become a task that we do more of in order for them to get done…
it wasn’t requested from anyone specifically but more so we took initiative to have
the ID program installed on our computer so that we can save some in our spare
time to help
– Emergency coverage in Penetanguishene

Role Summary
• Excellent communication skills
• Ability to multi-task and prioritize duties with ability to manage multiple projects
• Flexible with the needs of all offices
• Proficient in Microsoft Word and Outlook
• Proficient in PC Law
• Ability to learn quickly, problem solve, make decisions, and take the initiative to
• High level of discretion and confidentiality
• Able to operate scanners and be comfortable using multi-line telephone system
• Must be able to work in a team and independently
• Must have time management and organization skills m

How to Apply:
Submit Cover Letter and Resume – email
Job Site Location:
Company: HGR Graham Partners LLP
Contact: Bonnie Firth
Job Status: Full Time
Salary: TBD
Advertise Until:
Oct 30, 2020

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