Overview

Oakvine Law is a growing Mississauga firm focused on family law. We run as a modern, largely remote team. We’re looking for someone organized and proactive to own our legal aid billing and help new clients get started smoothly.

About the role

You’ll own the firm’s legal aid billing, keep our invoicing accurate and up to date, and support intake so every new file starts with the right paperwork. You’ll work closely with our lawyers, law clerk and external bookkeeper.

What you’ll do

Legal aid billing

- Prepare and submit Legal Aid Ontario accounts through Legal Aid Online on a regular monthly cycle
- Check legal aid certificates at file opening, confirming coverage, authorized hours and any conditions
- Track hours worked against authorized hours on every file, and flag files nearing their limits early
- Prepare requests for additional hours for lawyer review
- Follow up on rejected, reduced or delayed payments until they’re resolved

Invoicing

- Prepare and maintain private client invoices in Clio
- Make sure every time entry is attached to the correct matter before billing
- Track payments and outstanding accounts, and send follow-ups
- Submit invoices and payment records to our bookkeeper accurately and on schedule

Intake and retainers

- Assist with recent client intake and conflict checks
- Prepare retainer agreements from firm templates for lawyer review and signature
- Book and confirm client consultations
- Open new files in Clio with the correct billing setup (legal aid or private)

What you bring

- At least 2 years of experience with Legal Aid Ontario billing,



including Legal Aid Online and certificate management
- Experience preparing invoices and tracking payments in a law firm
- Experience with client intake and preparing retainer agreements or engagement documents
- A proactive approach: you spot problems early and follow through without being asked
- Strong attention to detail and organization
- Clear, professional communication with clients, lawyers and Legal Aid Ontario

Assets

- Law clerk or legal assistant diploma
- Family law experience
- Experience with Clio
- Basic bookkeeping knowledge

What we offer

- Competitive salary
- Remote work and flexible hours
- A collaborative, supportive team with quarterly in-person gatherings
- The chance to shape billing and intake systems in a growing firm

How to apply

Apply through Indeed with your resume and a short cover letter describing your experience with Legal Aid Ontario billing.

Pay: $25.00-$30.00 per hour

Expected hours: 35.0 per week

Benefits

- Flexible schedule

Application question(s):
- How many years of experience do you have preparing Legal Aid Ontario accounts through Legal Aid Online?
- Have you tracked certificate hours and prepared requests for additional hours on legal aid files?
- Have you prepared retainer agreements or handled client intake for a law firm?
- Which of these have you used regularly? Clio, PCLaw, Legal Aid Online, QuickBooks.
- Describe a time you caught a billing error or missed payment before anyone asked you to look. What did you do?

Work Location: Hybrid remote in Mississauga, ON L5N 8C3

📌 Legal Aid Billing and Intake Coordinator (Mississauga)
🏢 Oakvine Law Professional
📍 Mississauga