Job Description

About Us

We are a leading personal injury law firm located in Vaughan, Ontario, dedicated to helping injured clients rebuild their lives. With a team of approximately 50 professionals--including lawyers, clerks, and administrative staff--we pride ourselves on our compassionate service, attention to detail, and innovative approach to legal operations.

Position Overview

The

IT & Business Process Optimization Specialist

plays a dual role within the firm: providing hands-on support for the firm's day-to-day technology needs, and leading continuous improvement efforts to enhance efficiency, security, and performance across systems and workflows.

This role serves as the on-site point person for all physical and hardware-related technology needs while acting as a liaison between our internal team and our off-site IT provider. The ideal candidate combines strong technical skills with a strategic mindset--capable of troubleshooting immediate issues while also identifying opportunities to optimize how our firm works through technology, automation, and process design.

Key Responsibilities

1. IT Support & Maintenance

Serve as the on-site technical support resource for all staff, handling day-to-day IT issues including computers, printers, phones, internet connectivity, routers, and office wiring. Set up, configure, and maintain workstations, hardware, and peripheral devices for new and existing staff. Ensure network reliability and coordinate with vendors for upgrades, outages, and repairs. Manage office technology inventory and lifecycle (e.g., laptops, monitors, headsets, accessories). Support meeting room setups, including video conferencing tools and shared screens.

2. Vendor Coordination & Relationship Management

Act as the key liaison between the firm and the off-site IT service provider to ensure timely resolution of tickets, clear communication, and minimal disruption to daily operations. Track recurring issues and work collaboratively with vendors to improve response times and root cause resolution. Oversee technology contracts, renewals, and vendor deliverables where applicable.

3. Business Process Optimization

Legal & Process Analysis

: Analyze existing workflows and identify opportunities to streamline operations through technology, automation, and improved process design.

Process Design and Technological Implementation

: Evaluate and recommend software tools, AI integrations, and workflow enhancements that support legal operations, client communication, and document management.

Stakeholder Collaboration

: Collaborate with legal and administrative teams to map out pain points, test process improvements, and document standard operating procedures (SOPs).

Training & Support

: Support implementation and adoption of new systems or upgrades by training staff and developing user guides.

4. Research, AI & Innovation

Stay informed on emerging trends in legal technology, AI applications, and productivity tools. Conduct market research on new technologies and prepare business cases or recommendations for adoption. Pilot and test AI-driven tools for document analysis, time tracking, or automation within programs such as

Filevine, Time Matters, PC Law, Citrix, PrimaFact, Microsoft 365, and Alexi

. Collaborate with leadership to align technology initiatives with the firm's strategic goals.

Qualifications

Post-secondary education in Information Technology, Computer Science, or a related field. 3-5 years of experience in an IT support, systems administration, or business process improvement role. Previous work experience in a law firm, legal setting, with a focus on Personal Injury considered an asset. Proven ability to troubleshoot and resolve hardware, network, and connectivity issues. Familiarity with legal practice management or document management systems (e.g., FileVine, Time Matters, PrimaFact) an asset. Strong understanding of Microsoft 365, including Teams, SharePoint, Power Automate, and Excel. Excellent communication and interpersonal skills; able to translate technical language into user-friendly guidance. Experience managing vendor relationships or coordinating external IT service providers. Interest and knowledge in AI tools, automation, and process optimization.
Job Types: Full-time, Permanent

Pay: $90,000.00-$110,000.00 per year

Benefits:

Casual dress Dental care Disability insurance Employee assistance program Extended health care On-site parking Paid time off Vision care
Work Location: In person