Legal Support Services Coordinator

Job Details

Description

Your Next Opportunity

Are you ready to join Canada's leading and progressive Business Law firm?

Under the leadership of the HR & Office Manager, the Legal Support Services (LSS) Coordinator works closely with the Human Ressources & Office Manager to support the daily coordination and operational needs of the Montreal Legal Administrative Assistant (LAA) group. This role serves as the main point of contact for the LAAs and is responsible for the administrative and operational execution of all LSS coordination tasks, as well as other HR-related duties.

The LSS Coordinator plays a central role in supporting a high-performing team of legal administrative professionals — from managing day-to-day workflows and coverage, to coaching new hires, coordinating training programs, and supporting performance management. This is a role for someone who thrives in a people-focused environment and brings both operational precision and genuine enthusiasm for developing others.

Please note that this role offers a hybrid work arrangement, with three days onsite per week. Your hybrid schedule will start once you join McMillan!

What You'll Do

Daily Operations & Workflow

• Act as the first point of contact for general LSS inquiries, addressing concerns or questions and escalating to the HR & Office Manager as required.
• Oversee share group allocations; plan team pairings for arrivals, departures, or extended absences, and recommend coverage as needed.
• Manage the absence inbox, coordinate coverage for unplanned and short-term absences, and approve time-off requests in UKG while notifying the HR & Office Manager.
• Manage overtime requests and leave usage, address concerns with LAAs, and escalate issues to the HR & Office Manager when necessary.
• Prepare LSS change notifications, memos, and desk move notifications; draft internal announcements (arrivals, retirements, anniversaries, events) and assist with the planning and execution of local office LSS events.
• File and organize documents in iManage DMS; maintain accurate records for absences, schedules, and share groups.
• Recommend process improvements, participate in change initiatives, and coordinate and participate in LAA quarterly meetings.
• Act as back-up to the HR & Office Manager for LAA-related matters when absent or on vacation.
• Assist the HR & Office Manager with recruitment processes, including interview coordination, candidate follow-ups, and providing support during onboarding and integration.
• Support special projects and support National LSS projects.
• Act as a floater for LAAs, if needed, to support Legal Professionals with urgent tasks during LAA absences or to provide additional assistance during high-volume periods.

Performance Management Support

• Gather feedback from Legal Professionals regarding LAAs and compile it ahead of annual review meetings.
• Document one-on-one meetings throughout the year to ensure reviews are supported by concrete, factual data.
• Promptly communicate any concerns raised by Legal Professionals or any trends observed on the ground to the HR & Office Manager.

Coaching, Mentoring & Probationary Period Coordination

• Provide ongoing coaching and support to all LAAs; conduct regular one-on-one check-ins in collaboration with the HR & Office Manager and report findings accordingly.
• Coordinate and document all probation follow-up meetings, including weekly, monthly, and biweekly meetings.
• Support the integration of new LAAs in line with the firm's mentorship and onboarding program, including organizing Welcome Muffin & Mingle events.
• Coordinate peer-to-peer meetings between new hires and LAA mentors; follow up with LAA mentors to assess new hires' performance and coach for success.

Training & Development

• Coordinate the mandatory LAA training program; assess training needs and liaise with Learning & Development team.
• Coordinate external training (e.g., Lafortune), including obtaining approvals, registering participants, and processing invoices.
• Review LAAs' technical capabilities and knowledge and determine where additional guidance or support is required; ensure renewal and updates of relevant subscriptions.
• Review firm communications regarding changes to procedures that directly impact LAAs; share relevant updates with LAAs and add to meeting agendas as appropriate.

What You'll Bring

• Hold an ASP or a DEC in Legal Secretarial Studies and/or relevant experience in professional services or the legal field.
• A minimum of five (5) years' experience in a legal support or professional services environment in a Legal Support, Legal Administrative Assistant, or Administrative Assistant role.
• Excellent team building, mentoring, and leadership skills.
• Excellent proficiency in both French and English, spoken and written, due to frequent collaboration with English-speaking teams and clients across Canada.
• Demonstrated problem-solving and conflict resolution skills, along with advanced administrative, time management, delegation, and organizational abilities.
• Proactive and detail-oriented, with the ability to identify and anticipate problems and resolve them efficiently; consistently makes objective, independent judgments and thinks critically under pressure.
• Competence in managing sensitive or confidential information with discretion and professionalism.
• Proficiency in Microsoft Office 365, with a good knowledge of iManage, Adobe PDF, and Intapp.
• A positive, creative, and innovative attitude; ability to work well under pressure, prioritize competing demands, and work effectively both independently and as part of a team.

McMillan Offers You

Growth

Mentorship and Support

Training as Software Evolves

Commensurate Compensation and Benefits Package

Fun Work Environment

Continuous Learning & Development

McMillan = You

At the heart of our commitment to being a first-mover on important issues, McMillan believes that equity, diversity and inclusion are catalysts for success. By embracing our differences, we create an inclusive culture that enriches our collective knowledge, broadens our perspectives, and propels us forward. We are dedicated to fostering an environment where everyone feels empowered to bring their whole selves to work, knowing it is through our individual experiences that we can all come together to truly make a positive impact in our firm, for our clients, within our communities, and beyond.

At McMillan, we know we will achieve the most success by attracting and retaining the best talent, and by representing and supporting communities from which we draw our members, the communities in which we live and work and the communities to which we provide legal services.

We are a law firm that prides itself in sustained quality and excellence in service while fostering a positive and collegial work environment which nurtures mentoring inspires enthusiasm and professional excellence. We commit to putting our best efforts forward in achieving our goals, and the goals of our clients. You can help us in that journey!

Need another reason to consider McMillan? Let’s work together to help you achieve your professional goals and career development.

Let’s get started

If this position is for you, and you reside in or around Montrealarea, we look forward to hearing from you. We like cover letters too so don’t forget to include one along with your resume when you click on theApply Nowbutton.

McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us