McCarthy Tétrault

Bilingual

• Create various legal and other documents by typing, transcription, scanning or other methods
• Perform proofreading and document review to ensure clarity, logical flow, appropriate formatting, and correct spelling and grammar
• Compare different versions of documents, verify that revisions are accurate and correct documents in case of alteration
• Develop a working understanding of firm procedures for document production based on established precedents
• Respond promptly to requests, meet deadlines, and collaborate with other departments and employees firm-wide
• Develop expertise in word processing to handle complex legal and non-legal documents
• Proactively manage a varied workload with minimal supervision and oversight
• Ensure quality of own work, seek clarification when necessary, and review peers’ work as required
• Support team members and act as a mentor when needed
• Effectively manage the processing of document production requests and support requests, including prioritizing needs and coordinating work end-to-end
• Provide firm-wide assistance in preparing documents using Microsoft Office (e.g., Word, Excel, PowerPoint, Visio)
• Document, log and handle all calls, emails, voicemails and visits, and follow up to provide timely support
• Manage routing and resolution of issues (call follow-up, research, knowledge base updates)
• Review issues and procedures related to document production and support; recommend solutions as needed
• Perform other duties as assigned

Bilingual Document Processing Specialist

Analyst

• Creating and issuing contract extensions using templates, and making sure all necessary parties have signed.
• Submitting records of these to vendors and entering them into Firm’s database.
• Entering all vendor information into the VMO Database/Coupa P2P, including copies of all documentation, such as Purchase Orders (POs), Non-Disclosure Agreements (NDA), Master Service Agreements (MSA), Statements of Work (SOW), and budget tracking sheets.
• Creating monthly Vendor Spend Reports, matching results with budget and investigating any abnormal changes from previous months.
• Creating SOW's by collaborating with internal and external parties.
• Reviewing and revising SOW's from frequently used vendors.
• Engaging in vendor meetings to support and assess existing vendors and to evaluate potential vendors.
• Collaborating with internal partners and external partners for all project-related and BAU purchases.
• Managing vendor escalations as required.
• Creating sourcing documents as required i.e. RFP, RFQ, RFI.
• Ensuring that security protocol is followed including liaising with the vendor and IT Security Team to ensure that vendor questionnaires and assessments are completed, and are reviewed on an annual basis.
• Working with vendors to investigate any missing shipments.
• Preparing comprehensive vendor analysis for functional group directors as required.
• Ensuring that contract extensions are facilitated prior to an expiry date.
• Researching and analyzing contractual documentation for all relevant information such as contract type, contract amendments and contractual obligation.
• Managing incoming invoices via Coupa P2P and ensuring timely payment by filing with Accounts Payable (A/P) for processing.
• Managing, logging, and matching invoices with purchase orders, and ensuring no variance between the budgeted and invoiced amounts.
• Comparing invoices with terms/conditions, contracts, POs, and previous month’s invoices in order to assure correct billing.
• Investigating invoices returned from A/P if unable to be paid in regards to corrections needed, improper vendors or coding.
• Investigating past due invoices and communicating findings to vendors and or A/P.
• Obtaining multiple quotes for IT purchases to ensure that the best pricing is obtained.
• Facilitating training for all users of the Coupa P2P application on processes.
• Managing the P2P application by creating templates, PMC updating ARG, creating PO templates, maintaining user profiles, vendor information, managing GL links for ARG.
• Creating and/or update documents to support day-to day tasks (PC advisory - document, Software renewals calendar, PMC Handbook).

Vendor Analyst

• Supporting the Senior Professional Resources Director (“SPRD”) to deliver and manage the education programs and processes for lawyers for one or more national practice groups.
• Attending and presenting at relevant Practice Group Meetings when required.
• Creating and maintaining an education programming communication plan to one or more national practice groups lawyers.
• Creating and maintaining a database of relevant marquee external programming for one or more national practice groups and support selection and registration as required.
• Meeting with Planning and Advisory Committee (PAC) partners and practice leaders to identify new areas/types of programs and to discuss current offerings.
• Liaising with internal and external experts to identify new programs and speakers.
• Arranging and leading program planning meetings of speakers and assembling and distributing materials for review and updating by speakers, introducing programs, etc.
• Arranging all program/workshop logistics including catering, boardrooms, video conference equipment and all technology requirements, and recording of programs, as required.
• Taking the lead in working with stakeholders with respect to all preparation, logistics and documentation relating to the delivery of national programs, workshops and retreats.
• Sending program notices, invitations, reminders and confirmation information to participants and speakers.
• Working with instructors to prepare program materials for reproduction and/or distribution to program participants and speakers and applying the McCarthy Tétrault Advance brand to all.
• Co-ordinating program evaluations and preparing evaluation summary reports for distribution to speakers and for review by the Director, Professional Resources and/SPRD.
• Preparing comprehensive reports post-program as requested.
• Contributing to and keeping up-to-date all program protocols and tracking systems in use or developed from time to time by/for the Education Team.
• Updating and maintaining all national and regional education programs and practice group meetings in the Professional Resources Calendar and on espresso.
• Supporting programs and events in the client-facing education portfolio.
• Acquiring and maintaining knowledge of the requirements of the regional MCPD Regime.
• Submitting and tracking accreditation applications using the standard protocol.
• Including MCPD credit information in all program invitations, reminders and follow-up communications to lawyers internally and to clients.
• Tracking attendance by preparing, collecting and filing sign-in sheets for all lawyer programs, practice group meetings and other CPD activities, as directed.
• Maintaining general understanding of and coordinating with the Education Specialists/Co-ordinators regarding MCPD requirements in other regions.
• Keeping current a list of lawyers who have compliance obligations under multiple MCPD regimes and communicating regularly with those lawyers to identify programs available to them to meet their requirements.
• Using and contributing to the ongoing development of all related protocols and tracking systems.
• Applying the appropriate branding on all work products including notices, invitations, agendas, reports, charts and outlines and being proactive in identifying opportunities to include same in the work of others in the Professional Resources Group.
• Working cooperatively with other members of the Professional Resources Group to complete assignments and achieve objectives.
• Coordinating and collaborating with members of the Education Team in the application of project management principles to all aspects of the work of the Education Team with a view to contributing to ongoing efficiencies and consistencies in such work.
• Attending, and when requested, organizing Education Team meetings, including preparing agendas and minutes for same, using Teams, webinar tools, video conferencing, or such other systems.
• Also attending Professional Resources Group meetings.
• Responding promptly to requests and inquiries from internal and external clients – providing them needed direction, assistance, materials and resources.
• Assisting in the preparation of various plans, reports and charts that describe, track or provide updates on education programs.
• Contributing to the ongoing development of all protocols and tracking systems.
• Arranging for payment of consultant invoices, fees or charges for attendance at programs by lawyers or incurred on behalf of the Education Team.
• Any other duties as assigned.

Bilingual Specialist, Education

• Support for proposals and pitches
• Act as proposal lead to provide strategic direction for preparing responses to Requests for Proposals (RFPs) in both French and English, Requests for Information, expressions of interest, pitch materials and related documents.
• Work directly with lawyers and client and market team members to draft responses to RFPs, RFIs, statements of interest, pitch decks and related materials.
• Provide strategic advice and vision, apply proposal best practices, and influence and negotiate with stakeholders to ensure proposals and pitch materials are tailored, client-focused, and clearly articulate our value proposition and strengths.
• Organize and lead kickoff meetings to identify key themes and the proposal and pricing strategy we want to emphasize.
• Produce initial drafts using internal content and tools.
• Oversee and finalize client proposals (including printing or submitting via procurement portals).
• Ensure RFPs, proposals and pitches are entered into the firm’s business development databases.
• Monitor procurement sites to identify new potential business opportunities.
• Collaborate with lawyers to decide whether to pursue an opportunity.
• Provide support for in-person client presentations, including drafting agendas, speaker notes, slide decks and briefing materials.
• Lead and coordinate the preparation of client reporting requests, liaising with various firm stakeholders such as Finance, the Office of Inclusion, HR, IT and others.
• Assist lawyers with meeting tight accreditation submission deadlines for the firm.
• Follow up with lawyers on proposals and record outcomes in the firm database.
• Support production of proposal statistics, such as volume, win rate, proposals by practice area, etc.
• Work with the Research & Intelligence team to gather and distill client, prospect and industry intelligence to support lawyers in the proposal process.
• Develop industry- and practice-focused proposal templates to improve efficiency.
• Draft, edit and standardize proposal content in English and French, including differentiation factors, value propositions and content related to practice areas, industries and international markets, legal project management, client solutions, value-added services, pricing, and more.
• Update the firm’s proposal tool with approved content.
• Provide support and guidance throughout the French translation process, working with our in-house translation team and reviewing, editing and quality-checking French proposal content.
• Ensure processes and projects are executed effectively within our proposals team.
• Lead and support continuous improvement projects to optimize our tools, content and processes.
• Develop and/or update training materials and resources for the proposals team.
• Provide training on the proposal process and development to new hires.
• Offer feedback and guidance on client-facing communications in French.
• Provide support and input, as needed, on other important writing tasks essential to marketing and business development.

Bilingual Proposal Specialist

Legal Assistant

• Supporting paraprofessionals with drafting corporate documents, including extra-provincial annual maintenance, registrations and cancellations, as well as amendment documents related to name changes, changes in the number of directors, and changes to the registered head office.
• Managing mail for the paraprofessional team and providing day-to-day support for business law paraprofessionals.
• Uploading documents into Closing Folders and attending to the preparation of correspondence.
• Maintaining the share certificate library and the Firm’s corporate database (ALF).
• Attending to the filing of documents in minute books and the Firm’s document management system.
• Providing consistent backup support when assistants are absent; providing support to assistants who may be managing multiple tasks and/or difficult deadlines; and working proactively as a positive and productive member of the team.
• Coordinating and dispersing tasks to be performed by various resource groups such as the Document Specialists, Administrative Clerks, Billing Analysts, etc. where appropriate while ensuring tasks are complete in a timely manner.
• Coordinating meetings, including scheduling rooms and arranging for needed catering or audio-visual equipment.
• Maintaining and updating job knowledge and technical skills by identifying and participating in education opportunities.
• Ensuring quality and accuracy of all work, and ensuring all work is completed within reasonable time frames.

Legal Assistant, Business Law Services

Billing Specialist

• Building and maintaining effective working relationships with billing lawyers, paralegals, legal assistants, external and internal clients and management.
• Ensuring time is entered by set deadlines and following up with lawyers and paralegals where necessary.
• Preparing, printing and reviewing of prebills (via Aderant) in a timely manner.
• Preparing various reports, issuing invoices as instructed by lawyers and in accordance with client billing guidelines and Firm standards and policies.
• Ensuring that all invoices and supporting documents are sent to the client via electronic billing and/or email.
• Monitoring and reviewing of outstanding Work In Progress (WIP) and following up with lawyers to provide updates to be included during monthly WIP meetings.
• Acting as monitor for specific clients and/or matters when Alternate Fee Arrangements are in place.
• Ensuring that special rates and discounts are applied to each invoice.
• Monitoring thresholds and other milestones and updating billing lawyer on status.
• Providing reports and ensuring compliance with all special arrangements.
• Liaising with E-billing Team with respect to preparing e-billing forms and any rejected invoices, completing online status reports and accruals/budgets in e-billing systems for various clients.
• Escalating billing concerns/issues to billing lawyer for direction on next steps.
• When necessary, cancelling and re-issuing invoices or creating credit notes in accordance with Firm policies.
• If applicable, forwarding problematic client collections to Collection Department for follow-up.
• Responsible for any additional tasks and responsibilities as assigned or requested by Management.

Billing Analyst

Collections

• Leading and overseeing the firm’s billing team to ensure accurate and timely preparation, review, and distribution of client invoices.
• Developing and enforcing billing policies, procedures, and best practices to improve efficiency and accuracy.
• Collaborating with attorneys and practice group leaders to address billing-related issues, including alternative fee arrangements (AFAs) and client-specific billing requirements.
• Monitoring compliance with client engagement terms, including outside counsel guidelines and e-billing requirements.
• Directing and managing the collections team to ensure timely and effective collection of outstanding receivables.
• Developing and executing strategies to minimize aged receivables and reduce the firm’s days sales outstanding (DSO).
• Building and leading a high-performing team of billing and collections professionals, providing coaching, training, and performance feedback.