Legal Services Field Operations & Litigation Support Specialist

Company Description

Matrix is a boutique professional services and consulting firm providing specialized administrative, operational and implementation support to law firms, professional practices, businesses and public-sector organizations.

Job Description

Court Services Litigation Support Public Records Document & Property Support

Location: Canada / Ontario
Work Model: Remote / Hybrid with Client-Site & Field Assignments as Required
Engagement: Independent Contractor / Project-Based

We are seeking experienced independent professionals to join our contractor network as Legal Services Field Operations & Litigation Support Specialists.

Contractors receive project-based assignments from Matrix based on individual client Work Orders. Assignments may include legal administrative support, litigation document organization, court and registry logistics, public-record retrieval, property-related administrative services, Case Center support and other authorized operational services for law-firm clients.

This is a flexible, project-based role suited to professionals who are comfortable working independently, managing confidential information and adapting to different client requirements and assignment environments.

Assignments may be performed remotely or may require attendance at a courthouse, registry, government office, law firm, client location, property or other authorized site.

The contractor is responsible for independently determining the manner, method, sequence and tools used to complete an assignment, subject to the applicable client Work Order, required deliverables, agreed timelines, confidentiality requirements and client-specific requirements.

Key Responsibilities

Legal Administrative & Litigation Support

• Provide professional administrative and operational support to law firms and legal professionals.
• Organize and maintain litigation, matter and project documentation.
• Assist with document preparation, formatting, organization and production.
• Prepare documents for filing, service, production or electronic submission as instructed.
• Assist with document inventories, evidence organization and administrative file management.
• Support specialized legal-administrative workflows according to the client's Work Order.
• Court & Registry Services
• Attend courthouses, tribunals, registries and other authorized locations for administrative assignments.
• Complete authorized filing, document delivery, retrieval and registry-related tasks.
• Retrieve filing confirmations, receipts and other administrative records where authorized.
• Assist with court-runner, registry and document-delivery assignments.
• Maintain accurate records of attendance, submissions, receipts and assignment outcomes.
• Public Records & Information Services
• Conduct authorized public-record searches and administrative information requests.
• Attend government offices, registries and other public institutions when required.
• Retrieve available records and documentation in accordance with client instructions and applicable access procedures.
• Document search results and maintain appropriate supporting records.
• Escalate access restrictions, unavailable records or other issues requiring client direction.

Document & Case Center Support

• Prepare and organize electronic case materials.
• Assist with PDF merging, pagination, Bates numbering, indexing, bookmarking and hyperlinking.
• Prepare document inventories and administrative indexes.
• Assist with Case Center / CaseLines organization and authorized document uploads.
• Maintain accurate document naming and version-control practices.
• Follow client-specific document-management and submission requirements.
• Property & Related Administrative Support
• Perform authorized property-related document and records assignments.
• Assist with retrieval and organization of property records and supporting documentation.
• Coordinate photographs, documents and other administrative materials.
• Attend property-related locations when required by the assignment.
• Maintain accurate records and deliverables.
• Assignment & Project Management
• Review client Work Orders and assignment requirements.
• Independently organize and manage assigned projects.
• Determine appropriate methods, sequencing and resources for completing the required deliverables.
• Track assignment progress and communicate status through Matrix's designated online project-management and collaboration platform.
• Identify issues requiring clarification and obtain direction before proceeding where necessary.
• Complete assignments within agreed timelines and service requirements.
• Maintain appropriate work records and supporting documentation.

Client-Site & Field Assignments

Depending on the Work Order, assignments may require attendance at:

• law firms;
• courthouses and tribunals;
• government offices and registries;
• corporate offices;
• client locations;
• property locations; and
• other authorized sites.

Contractors are expected to maintain professional conduct, presentation, confidentiality and discretion while representing Matrix in connection with an assignment

Qualifications

Required

• 3-5+ years of relevant experience in legal administration, litigation support, court services, records administration, property administration, government services or a related professional environment.
• Strong understanding of legal terminology, administrative procedures and professional documentation.
• Excellent organizational and document-management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to independently manage projects and competing priorities.
• Demonstrated discretion when handling confidential, sensitive and potentially privileged information.
• Strong proficiency with Microsoft Word, Excel, Outlook and other commonly used business applications.
• Ability and willingness to attend client or public-sector locations when required by an assignment.
• Ability to operate an independent professional practice and provide services on a project basis.

Technology & Systems

Experience with one or more of the following is an asset:

• Thomson Reuters Case Center / CaseLines;
• Clio;
• MyCase;
• PracticePanther;
• PCLaw;
• CosmoLex;
• iManage;
• NetDocuments;
• SharePoint;
• OneDrive;
• Dropbox;
• Adobe Acrobat;
• Microsoft Teams;
• Zoom; and
• other legal, document-management or project-management platforms.

Demonstrated proficiency with Case Center / CaseLines, including electronic document organization, indexing and authorized uploading, is strongly preferred for court-support assignments.

Preferred Competencies

• Experience working within Ontario court and tribunal environments.
• Familiarity with court filing and registry procedures.
• Experience with public-record searches and document retrieval.
• Litigation document organization and evidence management experience.
• Experience with Bates numbering, pagination, indexing and PDF production.
• Strong problem-solving and administrative judgment.
• Ability to adapt quickly to different clients, industries and assignment requirements.
• Professional client-service skills.
• Strong independent project-management capabilities.
• Comfortable learning new technologies and client systems.

Independent Contractor Engagement

This is an independent contractor, project-based engagement and not an employment position.

Contractors manage their assigned projects independently and are responsible for determining the manner, method, sequence and tools used to perform the work, subject to the applicable Work Order, required deliverables, agreed timelines, confidentiality obligations and client-specific requirements.

Matrix provides the client relationship, assignment scope and required deliverables. Contractors independently manage the execution of their assignments and use Matrix's designated online project-management and collaboration platform to receive Work Orders, access assignment information, provide status updates and collaborate with Matrix and authorized client contacts as required.

Contractors may accept assignments based on their availability, qualifications, experience and capacity. Contractors are responsible for maintaining the professional capabilities, equipment, technology, transportation and other resources necessary to perform their assignments, except where otherwise agreed for a specific project. Contractors are responsible for their own applicable taxes, government remittances, insurance, business expenses and other obligations arising from their independent business activities.

Nothing in the contractor relationship creates an employment, partnership, joint-venture or agency relationship between the contractor and Matrix or the client.

Work Environment

Assignments may be:

• fully remote;
• hybrid;
• client-site based;
• field based; or
• a combination of remote and in-person work.

The nature, location, scope and duration of each assignment will depend on the applicable client Work Order.

Contractors should be comfortable working across different professional environments and adapting to varying client requirements.

Why Work With Matrix

• Access to project-based assignments with law firms and professional organizations.
• Flexible remote and in-person assignment opportunities.
• Ability to independently manage the method and execution of assigned work.
• Access to Matrix's online project-management and collaboration environment.
• Opportunities to work across a variety of legal administrative, court, records and operational assignments.
• Exposure to diverse professional and institutional environments.
• Opportunity to build and expand specialized administrative and field-service expertise.
• A professional network focused on quality, confidentiality, reliability and client service.

Scope of Services

Matrix provides administrative and operational services only.

Contractors assigned to legal-sector work must not provide legal advice, legal opinions, legal strategy, legal representation or substantive legal determinations. All legal decisions, professional responsibilities, legal deadlines and substantive approvals remain with the instructing lawyer, paralegal or other authorized legal professional. Contractors must refer questions requiring legal judgment or interpretation back to the appropriate Matrix contact or instructing professional.

Additional Information

Diversity & Inclusion

Matrix is committed to building a diverse and inclusive professional network. We welcome qualified professionals from a broad range of backgrounds, experiences and perspectives.

Matrix is committed to providing equal opportunity and maintaining a respectful professional environment in accordance with applicable Ontario and Canadian legislation.

All applicant information will be treated confidentially and handled in accordance with applicable privacy requirements

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