Records & Compliance Administrator

Position: Records and Compliance AdministratorLocation: Toronto (Hybrid)Salary: Competitive and based on experienceJob Type: PermanentAre you a highly organized professional with a passion for keeping things running smoothly behind the scenes? We're looking for a Records and Compliance Administrator to join a busy and collaborative legal team.In this role, you'll be the go-to person for managing firm-wide records, ensuring compliance with regulatory requirements, and supporting both operational and HR functions. You'll work closely with leadership to keep processes efficient, accurate, and compliant — all while contributing to a positive and professional office culture.This is a great opportunity for someone who enjoys variety, takes pride in precision, and thrives in a fast-paced, team-oriented environment.What You'll Do:Compliance & Records Management- Lead the organization's file management initiatives by maintaining accurate and efficient digital and physical filing systems.- Track and manage files throughout their lifecycle — from opening to archiving or destruction.- Conduct conflict checks for new Associates and Partners and implement ethical walls when required.- Maintain Partner Professional Corporation (PC) minute books and ensure all records are up to date.- Oversee compliance with the Law Society of Ontario (LSO), Law Society of British Columbia (LSBC), and LawPRO standards.- Coordinate annual renewals, filings, and professional registrations.- Support policy development, updates, and communication to ensure ongoing compliance with firm and employment legislation.HR & Operations Support- Coordinate onboarding for new employees, including regulatory setup, benefits enrollment, and training.- Maintain accurate employee records and administer changes to benefit plans.- Assist with the recruitment process — posting jobs, screening candidates, coordinating interviews, and managing onboarding/offboarding.- Act as a trusted point of contact for HR-related questions, providing clear and professional guidance.- Keep HRIS and related systems organized and up to date.Administrative & Project Support- Handle confidential information with discretion and professionalism.- Provide administrative support to the Directors of Operations and Professional Development — including scheduling, correspondence, and meeting coordination.- Help organize firm-wide events, presentations, and communications that strengthen internal engagement.What You Bring:- Post-secondary education in Business Administration, Human Resources, Records Management, or a related field.- 2-4 years of experience in administration, compliance, records management, or HR — experience in a law firm or professional services setting is an asset.- Strong communication skills and the ability to manage sensitive matters with tact and confidentiality.- Proficiency with Microsoft Office Suite; experience with iManage or Soluno is a plus.- Exceptional attention to detail, time management, and organizational abilities.- A proactive mindset with the ability to manage multiple priorities and meet deadlines.- A professional, approachable, and service-oriented attitude.Why You'll Love Working Here:- A collaborative and supportive team environment.- Exposure to both legal operations and HR processes — a great opportunity to broaden your professional skills.- Meaningful work that contributes to maintaining high professional and ethical standards.- Opportunities to streamline processes and have a tangible impact on firm efficiency.Please send your resume in Word format to Christina Cerra at christina.cerra@quantum.ca.REFER A PERM HIRE AND EARN UP TO $1,000! For more details, click here.