Job Description

Paralegal-Admin (Remote)
Job Order ID: 8567
Employment Type: Hourly Salary
Payment: $25-30/Hr
Web Publication Date: 12/12/2025
Number of Positions: 1
Schedule: Part-Time and can lead to Full-Time
Job Location: Toronto
Brief Description:
Our employer is a busy collections/Small Claims practice. They are looking for a sharp, organized Paralegal who can move files from intake to enforcement with confidence. You'll manage a steady docket, draft court materials, keep the database immaculate, and communicate professionally with clients, courts, and opposing parties (including firm but courteous collection calls).
Job Function:
Email & File Management

• Monitor shared and cc'd inboxes; triage and respond within firm service level commitment.
• Open new matters: onboard client files, run basic conflicts checks, set up records in the case database, and capture retainer/engagement details.
• Maintain file logs: record every touchpoint/action in the database in real time.

Client, Court & Opposing Party Communication

• Draft clear correspondence to clients, courts, debtors, and representatives; prepare call notes and settlement summaries.
• Make professional collection-style calls to debtors; document outcomes and next steps.

Drafting & Filing (Ontario Small Claims Court)

• Prepare, file, and serve: Plaintiff's Claims, Defences, Defendant's Claims/Defence to Counterclaim, motion records (notices, affidavits, draft orders), Settlement Conference Briefs, Terms of Settlement/Minutes of Settlement, and Consents.
• Post-judgment work: Notices of Garnishment, Writs of Seizure and Sale, examination notices, and related enforcement materials.
• Prepare affidavits of service and manage service via process server when required.
• Use Ontario e-filing portals (e.g., Justice Services Online) and track confirmations.

Scheduling & Hearings

• Calendar all court dates (your own and the principal's) and notify clients promptly.
• Prepare for and attend settlement conferences, motions, and trials (in person or Zoom) as assigned; organize briefs, exhibits, and witness materials.
• Enforcement & Recovery Support
• Coordinate with Sheriff's offices and court staff.
• Assist with debtor/asset discovery (corporate profiles, basic OSINT, credit reports, writ searches) within legal/ethical boundaries.

Billing & Administration

• Enter time and disbursements accurately; prepare invoices as directed.
• Maintain tidy digital files that are audit-ready and LSO-compliant.

Job Requirement:

• Solid working knowledge of Ontario Small Claims Court practice and procedure.
• Proven experience drafting and filing Small Claims documents and enforcement materials.
• Excellent written communication and phone presence (firm, respectful, and clear).
• Strong docketing/calendaring discipline and attention to limitation/response deadlines.
• Comfort switching between tasks in a high-volume, time-sensitive environment.
• Software: Microsoft Word, Excel, Adobe Acrobat, and a case/collections database (training provided).

Should-Haves (Assets)

• LSO-licensed Paralegal (P1);
• Experience with Ontario e-filing portals, Sheriff/enforcement offices, and Zoom hearings.
• Familiarity with collections platforms (e.g., D2R Collect or similar), basic spreadsheet reports, and template automation.
• French or other language skills is a plus.
• Valid driver's license for occasional in-person filings/appearances

Compliance & Professional Standards

• Adhere to Law Society of Ontario rules, confidentiality, privacy, and civility requirements.
• Use ethical, non-harassing practices in all collection communications.
• Keep complete, contemporaneous file notes and accurate time entries.

Success Looks Like (KPIs)

• Inbox/cc items triaged same day; client updates within 1 business day if possible
• 100% of file actions logged in the database.
• Zero missed deadlines; court dates calendared and confirmed with stakeholders.
• Clean, court-ready documents with minimal revisions.

Skills Required