Client Data Coordinator

Fasken is a leading international business law and litigation firm. With over 900 lawyers and 1,100+ employees, we have offices in Vancouver, Surrey, Calgary, Tsuut’ina Nations, Toronto, Ottawa, Montréal, Québec City, London, and Johannesburg. We provide strategic and thoughtful advice in virtually all areas of business law to a broad range of clients including close to half of the Fortune 100 companies, corporate clients, government agencies, regulatory authorities, non-profit bodies and individual clients.

We are a high-achieving, professional, entrepreneurial, team-oriented, and friendly place to work. We are committed to diversity and inclusion and offer a welcoming environment for all people. While we are here to service our clients and are a deadline-driven industry, we look to be innovative, and there are opportunities to participate in initiatives which make a difference in our firm and community.

Achieve excellence doing work that’s challenging and rewarding, with people you’ll like working with, in an environment that’s welcoming, supportive, entrepreneurial and innovative, where you’re a valued contributor, not just an employee. For additional information about the firm or this position, please visit our website at .

Client Data Coordinator (Finance Department) – Canada

Job Summary

Reporting to the Supervisor, Client Data, the Client Data Coordinator will be responsible for collecting and reviewing client and matter information from the legal team during or after the intake process while retaining data integrity and security of client, matter, and PTA group financial data collected in the Firm ERP system. The Client Onboarding Coordinator is responsible to collaborate with other Firm’s Finance team to ensure high quality of the client/matter financial data while making a significant contribution to the docket to pocket cycle and client reporting. In addition, the successful candidate will provide support to our legal team during the onboarding process of new clients and matters and ensuring and overall effective reference materials of the financial fields in the Firm intake form.

Work Environment

As part of the Firm-wide Finance team, this role can be located in any of the Canadian cities that Fasken has offices (Toronto, Ottawa, Montreal, Quebec City, Calgary, Tsuut’ina Nations, Vancouver, Surrey). This role will be hybrid with occasional requirements as per business needs for onsite office collaboration and support. The successful candidate must live in or around their regional office and be able to commute to the office as often as required.

Hours of work are from 8:00 a.m. to 4:00 p.m.. Occasional pre-authorized overtime may be required to meet business needs.

For Indigenous candidates interested in employment on-reserve, there may be an opportunity at Fasken to do so at our Alberta office situated on Tsuut'ina Nation, west of Calgary. Such candidates are encouraged to speak to Human Resources during the interview process to obtain additional information.

To us, success means:

• Having a strong client service approach – you’re ready, willing, and able to put our clients first and exceed their expectations.
• Caring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community.
• Working collaboratively – you’re a self starter who values working in a collaborative team based environment.
• Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties.
• Approaching your work with agility and the willingness to learn and utilise new technology.
• Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail.
• Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues.
• Treating sensitive and confidential matters with discretion and diplomacy at all times.

Primary Responsibilities

• Maintain matter records in the financial system, including client and matter information while ensuring completeness, accuracy, and timeliness.
• Collaborate with the legal team, including responding to service tickets, to ensure a smooth onboarding process of new clients and/or matters while ensuring integrity of financial client/matter data to ensure an efficient and effective billing/collection process as well as client reporting.
• Collaborate with the billing, e-billing, collection, data governance and Firmwide Finance team to ensure accurate and timely processes by providing correct client and matter data as well as Firmwide key financial metrics and address any discrepancies.
• Assist lawyers and legal assistants in ensuring adherence to billing guidelines and client-specific requirements.
• Regularly review and audit client and matter data to identify and correct any discrepancies or inaccuracies, ensuring data integrity and compliance with internal policies and regulatory requirements during and after the intake process.
• Assist in maintaining comprehensive documentation of matter maintenance processes, including guidelines, procedures, and best practices to ensure consistency and facilitate knowledge sharing.
• Identify opportunities to improve client/matter financial data collection processes and contribute to system enhancements to optimize efficiency and accuracy.
• Collaborate in the success of Firm’s initiatives that involve client/matter financial data including but not limited to new system validation, implementation, support and training to end users.
• Adhere to legal and ethical standards, including confidentiality requirements, in handling sensitive client financial data.
• Proactively generate standard and ad-hoc client financial and non financial reports, including detailed reporting on client volume rebates and investigate any anomalies, to ensure accurate and timely information to support financial analysis and decision-making.
• Responsible for managing client grouping in 3E, including investigating corporate relationships, updating group records, and supporting weekly compliance reviews to ensure effective and efficient client data management.
• Responsible for creating, updating, and maintaining PTA group records in the financial system, including establishing new PTA groups, updating existing group information, and performing regular reviews to ensure accuracy, consistency, and compliance with firm data governance standards.
• Assist in monitoring client credit worthiness by utilizing metrics from Dun & Bradstreet during the client intake phase and flagging potential credit risks.
• Additional assignments or projects as may be required.

Required Knowledge and Experience

• A certificate in a business administration, accounting, finance or related field is considered an asset; however, an equivalent combination of education, lived experience, and professional expertise will also be considered.
• A minimum of two (2) years of experience in client onboarding and financial data analysis in a Legal Firm is required.
• Experience in large ERP systems is required.
• Experience in project management is considered an asset.
• General knowledge of accounting, professional services billing process, and e-billing and task-code billing functions would be an asset.
• Proficiency with computer software programs including MS Office (Word, Excel and Outlook).
• Familiarity with Power BI and legal billing software an asset.

Candidates who do not meet all the listed requirements are still encouraged to apply, as diverse experiences and perspectives are valued.

Reporting Structure

• This role reports to the Supervisor, Client Data.

What we offer:

Join our friendly, collaborative and rewarding work environment where your professional development is supported, and your contributions are encouraged and valued. In a full-time, permanent role, we offer the following:

• A competitive total compensation package
• Flexible medical and dental benefits, including telemedicine services
• Hybrid work flexibility
• Short and long term disability insurance
• Employee and family assistance program (EFAP)
• Group retirement savings plan with matching contributions
• Paid vacation and sick days
• Personal days
• Wellness Subsidy and educational reimbursement
• Maternity/parental leave top up
• Employee referral program
• Firm paid professional memberships related and required by role
• Opportunities to give back to your community through Firm initiatives

Diversity and Inclusion

At Fasken we believe a diverse workplace comprises individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. Fasken is committed to diversity and inclusion in all that we do.

Accessibility and Accommodation

It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

Compensation

The typical salary range for this position is $55,000 - $68,000 annually; the base pay offered is based on location and may vary depending on job-related knowledge, skills, experience, internal and market equity.

Background and Reference Checks

Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check, employment and educational verification.