Records Clerk

Records & Legal Technology Specialist – Plaintiff Personal Injury Litigation

Location: Downtown Toronto

Work Schedule: In-office role

Salary: $50,000–$60,000

Vacant position - Artificial Intelligence (AI) may be used to screen, assess, and assist in the selection of applicants as part of the hiring process.

About the Role

Our client, a growing plaintiff personal injury litigation firm located in Downtown Toronto, is seeking a highly organized and motivated Records & Legal Technology Specialist to join their team. This role extends beyond traditional records management and is ideal for a forward-thinking professional interested in leveraging technology, automation, and AI tools to modernize legal workflows and improve office efficiency. The successful candidate will thrive in a professional services environment and take a proactive approach to managing systems, data, and digital tools.

Records & Document Management

The Records & Legal Technology Specialist will manage the full lifecycle of physical and electronic client records. This includes scanning, indexing, uploading, and organizing documents within document management systems while maintaining consistent file naming conventions and digital folder structures. The role also involves retrieving and circulating records efficiently to lawyers and staff, coordinating with external storage vendors and couriers, and preparing files for archiving, off-site storage, or secure destruction. Additional responsibilities include faxing, photocopying, and binding as required.

Legal Technology & Systems Support

This position plays an important role in supporting the firm’s legal technology infrastructure. Responsibilities include uploading and managing records through platforms such as Primafact, Wisedocs, and other legal databases, assisting in the development and maintenance of precedent banks and internal knowledge systems, and using AI and automation tools to support document organization, searching, and workflow optimization. The successful candidate will also support the firm’s transition from paper-based processes to fully digital workflows and assist with Adobe tools, including PDF editing, combining, bookmarking, and redaction.

Innovation & Process Improvement

A key component of this role is identifying opportunities to improve internal systems through technology. The Records & Legal Technology Specialist will proactively recommend tools, templates, and workflows to increase efficiency and assist with the implementation of new digital solutions and best practices across the firm.

Privacy & Compliance

The successful candidate will maintain strict confidentiality and uphold data security standards at all times. This includes ensuring compliance with records retention policies, privacy requirements, and applicable legal and regulatory standards.

Qualifications & Experience

The ideal candidate will hold a diploma or degree in Office Administration, Information Management, Records Management, Legal Assistant studies, or a related field, or possess equivalent practical experience. They will be highly proficient with technology and digital tools, comfortable working with AI and learning new software, and exceptionally organized with strong attention to detail. A professional, discreet, and reliable approach is essential, as is the ability to work independently in a fast-paced professional environment. An interest in the intersection of law, technology, and innovation is strongly preferred.

Working Conditions

This is an in-office role based in Downtown Toronto. Some physical handling of files and boxes may be required, and overtime may be necessary during peak workload periods.