Admin Assistant - Legal (Temp)
1. Preparing Master List for Submission of Foreign Law Firm and Investigator Invoices to CRA
â€¢ Opens and stamps original invoices from all of our firms and investigators and passes them to us for signing;
â€¢ Scans original invoices, names the soft-copies in line with CRA naming convention, and inserts the scans into the Compliance shared folder;
â€¢ Inserts details of each invoice into monthly master list in the Compliance shared folder;
â€¢ Generates the contract application IDs for any Debt Collection Agency invoices and emails them to Collections.
2. Spend Tracking
â€¢ Updates costs-tracking spreadsheet throughout the month, as and when invoices are received;
â€¢ Sends an email at the end of each month to update the team of spend vs budget, as well as to alert us when we are approaching our spend limit with any of the firms.
3. ServiceNow Case Management Platform
â€¢ Creates files in the system for each new case from Collections or Finance;
â€¢ Uploads court documents, letters, agreements, etc into the relevant files;
â€¢ Inserts status updates (using wording prepared by us);
â€¢ Updates any changes (addresses, outstanding amounts, etc).
4. Filing and Indexing
â€¢ Hard-copies of repayment agreements;
â€¢ Hard-copies of law firm and investigator contracts;
â€¢ Hard-copies of Monthly Statements of Account from law firms;
â€¢ Hard-copies of Acknowledgements for original patron documents which are sent to external lawyers;
â€¢ Hard-copies of miscellaneous documents and correspondence.
5. General Admin
â€¢ Issues hard-copy documents by mail and courier;
â€¢ Scanning and photocopying;
â€¢ Delivering and collecting documents to and from other departments;
â€¢ Proficiency in MS Office (MS Excel, Outlook and MS PowerPoint)
â€¢ Possess excellent communication and interpersonal skills