Records and Compliance Coordinator

Henein Hutchison Robitaille LLP is seeking a Records and Compliance Administrator to join their team. Reporting directly to the Director of Operations, the role involves ensuring compliance with regulatory standards, leading office-wide file-management, administrative tasks, coordinating projects, scheduling, communication, and reporting. This multifaceted role requires strong organizational skills, attention to detail, and proficiency with administrative software to maintain confidentiality and handle diverse responsibilities that bridge regulatory adherence, HR operations and administrative support.

As a Records and Compliance Administrator, you will hold a range of responsibilities, including but not limited to, the following:

Compliance Management:

• Lead file management clean-up and create efficient physical and digital file management systems including maintaining accurate records of files opened, closed, archived and destroyed.
• Conduct conflict checks for new Associates and Partners, and implement ethical walls as required.
• Manage and maintain Partner Professional Corporation (PC) minute books, ensuring records are current and compliant.
• Oversee firm compliance with the Law Society of Ontario (LSO), Law Society of British Columbia (LSBC), and LawPRO requirements.
• Coordinate and track annual LSO, LawPro and other professional renewals, and related compliance filings for Partners.
• Support the development, updating, and communication of firm policies and procedures to ensure compliance with employment and legislative standards.
• Ensure documentation, training, and recordkeeping align with firm and statutory compliance standards.

HR Administration:

• Manage employee onboarding activities (LawPRO, LSO, Westlaw, benefits enrollment, policy and compliance training).
• Administer changes to employee benefit plans and maintain accurate benefit records.
• Support the recruitment lifecycle including job postings, screening, interview coordination, and onboarding/offboarding activities.
• Serve as a point of contact for firm members on HR-related inquiries and provide guidance on policies and procedures.
• Maintain HRIS systems, ensuring data accuracy and consistency.

   

  Administrative Support:

• Manage confidential and time-sensitive information with discretion and professionalism
• Provide light administrative support to the Director of Operations and the Director of Professional and Business Development, including calendar management, scheduling meetings and preparing correspondence.
• Assist in organizing firm-wide initiatives, presentations, and communications.

   

  Required Qualifications & Characteristics

• Post-secondary education in Business Administration, Human Resources, Records management or related field.
• 2–4 years of experience in an administrative, records management, human resources, or operations role; prior experience in a law firm or professional services environment is preferred.
• Strong written and verbal communication skills with the ability to handle confidential matters tactfully.
• Proficient in Microsoft Office Suite; experience with document management systems, Soluno and iManage are an asset.
• Exceptional organizational skills with keen attention to detail and accuracy.
• Proven ability to manage multiple priorities and meet deadlines.
• Professional demeanor and commitment to delivering excellent service.

HR Administration:

• Manage employee onboarding activities (LawPRO, LSO, Westlaw, benefits enrollment, policy and compliance training).
• Administer changes to employee benefit plans and maintain accurate benefit records.
• Support the recruitment lifecycle including job postings, screening, interview coordination, and onboarding/offboarding activities.
• Serve as a point of contact for firm members on HR-related inquiries and provide guidance on policies and procedures.
• Maintain HRIS systems, ensuring data accuracy and consistency.

   

  Administrative Support:

• Manage confidential and time-sensitive information with discretion and professionalism
• Provide light administrative support to the Director of Operations and the Director of Professional and Business Development, including calendar management, scheduling meetings and preparing correspondence.
• Assist in organizing firm-wide initiatives, presentations, and communications.

   

  Required Qualifications & Characteristics

• Post-secondary education in Business Administration, Human Resources, Records management or related field.
• 2–4 years of experience in an administrative, records management, human resources, or operations role; prior experience in a law firm or professional services environment is preferred.
• Strong written and verbal communication skills with the ability to handle confidential matters tactfully.
• Proficient in Microsoft Office Suite; experience with document management systems, Soluno and iManage are an asset.
• Exceptional organizational skills with keen attention to detail and accuracy.
• Proven ability to manage multiple priorities and meet deadlines.
• Professional demeanor and commitment to delivering excellent service.

To apply, Apply Here.

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