Job Responsibility:

Aitken Robertson is seeking a highly organized and detail-oriented Legal Administrative Operations Specialist to join our team.The ideal candidate will play a crucial role in maintaining the integrity of our client and matter management systems, supporting legal teams, and managing complex administrative workflows across both PracticePanther and Lawmatics platforms.This position requires strong Excel skills, an ability to manage high volumes of legal data, and a proactive approach to problem-solving.

Key Responsibilities

· Open and code new client files in PracticePanther, including setting relationships, checking duplicates, and applying correct tags and billing rates.

· Manage document uploads, attachments, and organization in PracticePanther and on the firm server.

· Create and maintain both electronic and physical files for specified lawyers.

· Process and review Lawmatics forms for missing or conflicting data and liaise with Lawmatics support as needed.

· Merge, correct, and update contact and matter records across platforms.

· Edit and update matter details such as charges, jurisdictions, carriage, and file status.

· Run and update reports from PracticePanther; perform batch edits and maintain data consistency.

· Resolve duplicate entries by consolidating contacts and transferring associated data.

· Perform carriage changes and reassign workflows and plans as needed.

· Generate and maintain various internal reports and charts, including retainer stats, 3/9 impaired stream tracking, and newsletter contact lists.

· Prepare weekly, monthly, and quarterly statistical reports for internal use and leadership review.

· Support ad-hoc reporting requests based on specific criteria like charges, jurisdictions, or lawyer assignments.

· Assist with website content review and marketing content preparation when time allows.





· Monitor document destruction certificates and maintain records accordingly.

· Coordinate shipping and deliveries; follow up on anomalies as required.

· Optimize existing automations, implementing new features, and setting up additional automation workflows to improve operational efficiency.

· Cover for the receptionist's lunch break and vacation.

Qualifications

· College diploma or higher in Legal Administration, Business, or a related field.

· Advanced proficiency in Microsoft Excel, including formulas, charts, and sorting functions.

· Experience with PracticePanther and Lawmatics is strongly preferred or demonstrate the ability to quickly learn and effectively use PracticePanther and Lawmatics software

· Excellent organizational and data management skills.

· High attention to detail and accuracy in repetitive tasks.

· Ability to manage multiple responsibilities and prioritize effectively.

· Strong written and verbal communication skills.

· Comfort working independently and taking initiative.

Job Type: Full-time, in person Peterborough office position;

Monday to Friday 8:30 am to 5:30pm with one hour lunch break

Pay: $22.00 - $25.00 per hour

Language requirement:

- English required. French is not required, but additional proficiency in any language other than English is a benefit.

If you are someone who thrives in a fast-paced legal environment and enjoys working with legal tech tools, we encourage you to apply.Join Aitken Robertson and be part of a collaborative and client-focused team committed to excellence.

Job Types: Full-time, Permanent

Pay: $22.00-$25.00 per hour

Expected hours: 40 per week

Additional pay:

- Bonus pay
- Overtime pay

Benefits:

- Company events
- Flexible schedule
- Paid time off
- Store discount

Versatile language requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday
- Overtime

Education:

- DCS / DEC (required)

Experience:

- office environment: 1 year (required)

Work Location: In person

📌 Legal Administrative Operations Specialist (Peterborough)
🏢 Aitken Robertson Professional
📍 Peterborough