Legal & Litigation Administrator

Location: Downtown Toronto (Near Union Station)

Employment Type: Full-Time, In-Office

Compensation: Base Salary + Quarterly Incentives

About the Role

We are seeking a Legal & Litigation Administrator to join our team at our Downtown Toronto Head Office. This position will primarily focus on legal case management, Small Claims Court proceedings, litigation support, and dispute resolution, while also assisting with collections-related legal matters and administrative processes.

The ideal candidate is detail-oriented, proactive, highly organized, and an excellent communicator, with previous experience in legal administration, litigation support, or legal collections. You will be responsible for preparing legal documentation, coordinating court-related processes, managing case files, and supporting the resolution of outstanding legal and contractual matters.

This is an excellent opportunity for someone who thrives in a fast-paced, structured environment, enjoys managing legal processes from initiation through resolution, and is comfortable working collaboratively with Legal and Finance teams.

Key Responsibilities

• Assist with the preparation, review, and coordination of legal documentation, including affidavits, Small Claims Court claims, default judgment documentation, NDAs, and other litigation-related materials.

• Support Small Claims Court proceedings, including preparing and organizing case files, tracking deadlines, and coordinating required court documentation.

• Manage and maintain legal case files, ensuring accurate records of correspondence, supporting evidence, legal documentation, and case developments.

• Assist with pre-litigation activities, including demand letters, formal notices, settlement communications, and dispute resolution efforts.

• Liaise with internal Legal and Finance teams, external legal representatives, clients, and other stakeholders regarding ongoing legal matters.

• Monitor and track litigation files, court deadlines, case progress, settlement arrangements, and outstanding legal actions.

• Investigate contractual disputes, account discrepancies, and outstanding matters to support legal proceedings and resolution strategies.

• Prepare detailed reports on legal cases, litigation status, settlement outcomes, and outstanding disputes.

• Support the negotiation and documentation of payment settlements and account resolutions in accordance with established company procedures.

• Draft and issue formal legal correspondence, collection notices, and other documentation related to contractual disputes and outstanding accounts.

• Assist with contract cancellations, legal escalations, and enforcement-related administrative processes as required.

• Maintain accurate and confidential records within internal case management and administrative systems.

• Provide general legal and administrative support to ensure the timely and efficient handling of litigation-related matters.

• During periods of lower legal caseload, provide additional support to the Payments and Collections team, including inbound and outbound account resolution activities, which may account for up to 50% of the role depending on business needs.

Qualifications & Experience

• College diploma or university degree in Law, Legal Studies, Paralegal Studies, Business Administration, or a related field.

• 3+ years of experience in legal administration, litigation support, legal collections, or a related environment.

• Minimum 1 year of hands-on experience with Ontario Small Claims Court procedures, including preparing legal documents and supporting court-related processes.

• Familiarity with litigation documentation, affidavits, statements of claim, default judgments, and legal correspondence.

• Experience supporting debt recovery litigation, contractual disputes, or civil litigation matters is strongly preferred.

• Previous experience in a law firm, in-house legal department, or litigation-focused administrative role is an asset.

• Understanding of legal filing procedures, court timelines, and document management requirements.

• Strong written and verbal communication skills, with the ability to communicate professionally regarding sensitive legal matters.

• Excellent organizational skills, attention to detail, and ability to manage multiple active files and deadlines.

• Strong investigative and problem-solving abilities, with the ability to review documentation and identify discrepancies.

• Comfortable handling confidential legal, contractual, and financial information.

• Proficient in Microsoft Office and comfortable working with legal case management or internal reporting systems.

Perks and Benefits

• Paid day off on your birthday
• Enhanced health and dental benefits
• RRSP matching program
• Convenient downtown location near Union Station
• Additional vacation days after 2 and 5 years of service

52360CN

INDCAN

Portfolio are acting on behalf of our client in recruiting for this position. To the best of our knowledge, this vacancy is for a new or existing role within their organization.