Litigation Law Clerk & Office Administrator

About Us

MacDonald Associates pc is a Richmond Hill boutique law firm known for tenacious advocacy and practical, business-minded advice. We combine the expertise of a downtown firm with the personal touch of a close-knit team. Our practice spans commercial and construction litigation, employment disputes, corporate/commercial transactions, and real estate with appearances at all levels of court in Ontario.

This is a fully in-person position at our Richmond Hill office to maximize collaboration, mentorship, and client service.

The Opportunity

We are looking for a junior litigation law clerk who also has the aptitude and interest to take ownership of the day-to-day administrative operations of a small but busy law office. This is a hybrid role - subject to business demands, roughly half of your time will be spent on litigation support and the other half on office management and administration. If you are early in your law clerk career but bring strong organizational instincts and prior experience keeping an office running smoothly, this position was designed for you.

What You Will Do

Litigation Law Clerk Responsibilities

• Prepare, draft, and revise litigation documents and correspondence, including pleadings, motion records, affidavits of documents, discovery plans, mediation briefs, trial records, and books of authorities.
• Manage the litigation calendar: schedule examinations, mediations, motions, pre-trials, trials, and client meetings; coordinate with the court, opposing counsel, and service providers.
• Handle service, filing, and e-filing, including through Justice Services Online and CaseCenter.
• Organize and maintain electronic and physical files, document briefs, and productions; manage undertakings, refusals, and follow-ups.
• Assist with hearing and trial preparation, including witness lists, exhibit binders, logistics, and attendance as needed.
• Track deadlines and limitation periods; implement and maintain tickler systems and reminders.
• Communicate with clients and external parties in a professional, clear, and timely manner.

Office Administration & Management Responsibilities

• Serve as the primary point of contact for the day-to-day administrative operations of the firm, including managing incoming calls, mail, and general correspondence.
• Oversee office supplies, equipment, and vendor relationships; coordinate maintenance, repairs, and service contracts as needed.
• Manage billing and invoicing workflows in coordination with the firm's accounting/bookkeeping function, including generating pre-bills, processing client invoices, and following up on outstanding accounts receivable.
• Administer and maintain the firm's practice management software (currently PC Law), including matter opening/closing, time entry oversight, and trust account record-keeping support.
• Coordinate onboarding and offboarding of staff and contractors, including workstation setup, system access, and orientation materials.
• Develop and maintain internal procedures, checklists, and standard operating procedures (SOPs) to improve office efficiency and consistency.
• Support the firm's technology infrastructure in collaboration with external IT providers; assist with troubleshooting, software updates, and the evaluation of new tools.
• Manage the firm's document management systems, including file organization on SharePoint/OneDrive, naming conventions, and access permissions.
• Handle scheduling and logistics for firm meetings, events, and professional development activities.

What You Bring

Required

• Diploma from a recognized Law Clerk program (or equivalent).
• 1 - 5 years of civil litigation experience (commercial, construction, or employment focus is ideal, but not required).
• Solid working knowledge of the Rules of Civil Procedure, court practice directions, and e-filing protocols.
• Proficiency with Microsoft 365 (Word, Outlook, Excel, SharePoint, OneDrive, and Teams).
• Strong written and oral communication skills, with exceptional attention to detail.
• A proactive, accountable mindset and the ability to work independently in a fast-paced, small-team environment.

Significant Assets

• Prior experience in an office management, office administration, or operations role - particularly in a professional services or legal environment.
• Experience with CosmoLex, PCLaw, or comparable legal practice management and billing software.
• Experience with CaseCenter and sound document management best practices.
• Familiarity with accounts receivable processes, trust accounting fundamentals, and client billing work