Legal Support Services Coordinator

McMillan LLP•Toronto, ON

1d•Hybrid

About The Position

Under the leadership of the HR & Office Manager, the Legal Support Services (LSS) Coordinator works closely with the Human Resources & Office Manager to support the daily coordination and operational needs of the Montreal Legal Administrative Assistant (LAA) group. This role serves as the main point of contact for the LAAs and is responsible for the administrative and operational execution of all LSS coordination tasks, as well as other HR-related duties. The LSS Coordinator plays a central role in supporting a high-performing team of legal administrative professionals — from managing day-to-day workflows and coverage, to coaching new hires, coordinating training programs, and supporting performance management. This is a role for someone who thrives in a people-focused environment and brings both operational precision and genuine enthusiasm for developing others. This role offers a hybrid work arrangement, with three days onsite per week.

Requirements

Hold an ASP or a DEC in Legal Secretarial Studies and/or relevant experience in professional services or the legal field.
A minimum of five (5) years' experience in a legal support or professional services environment in a Legal Support, Legal Administrative Assistant, or Administrative Assistant role.
Excellent team building, mentoring, and leadership skills.
Excellent proficiency in both French and English, spoken and written, due to frequent collaboration with English-speaking teams and clients across Canada.
Demonstrated problem-solving and conflict resolution skills, along with advanced administrative, time management, delegation, and organizational abilities.
Proactive and detail-oriented, with the ability to identify and anticipate problems and resolve them efficiently; consistently makes objective, independent judgments and thinks critically under pressure.
Competence in managing sensitive or confidential information with discretion and professionalism.
Proficiency in Microsoft Office 365, with a good knowledge of iManage, Adobe PDF, and Intapp.
A positive, creative, and innovative attitude; ability to work well under pressure, prioritize competing demands, and work effectively both independently and as part of a team.

Responsibilities

Act as the first point of contact for general LSS inquiries, addressing concerns or questions and escalating to the HR & Office Manager as required.
Oversee share group allocations; plan team pairings for arrivals, departures, or extended absences, and recommend coverage as needed.
Manage the absence inbox, coordinate coverage for unplanned and short-term absences, and approve time-off requests in UKG while notifying the HR & Office Manager.
Manage overtime requests and leave usage, address concerns with LAAs, and escalate issues to the HR & Office Manager when necessary.
Prepare LSS change notifications, memos, and desk move notifications; draft internal announcements (arrivals, retirements, anniversaries, events) and assist with the planning and execution of local office LSS events.
File and organize documents in iManage DMS; maintain accurate records for absences, schedules, and share groups.
Recommend process improvements, participate in change initiatives, and coordinate and participate in LAA quarterly meetings.
Act as back-up to the HR & Office Manager for LAA-related matters when absent or on vacation.
Assist the HR & Office Manager with recruitment processes, including interview coordination, candidate follow-ups, and providing support during onboarding and integration.
Support special projects and support National LSS projects.
Act as a floater for LAAs, if needed, to support Legal Professionals with urgent tasks during LAA absences or to provide additional assistance during high-volume periods.
Gather feedback from Legal Professionals regarding LAAs and compile it ahead of annual review meetings.
Document one-on-one meetings throughout the year to ensure reviews are supported by concrete, factual data.
Promptly communicate any concerns raised by Legal Professionals or any trends observed on the ground to the HR & Office Manager.
Provide ongoing coaching and support to all LAAs; conduct regular one-on-one check-ins in collaboration with the HR & Office Manager and report findings accordingly.
Coordinate and document all probation follow-up meetings, including weekly, monthly, and biweekly meetings.
Support the integration of new LAAs in line with the firm's mentorship and onboarding program, including organizing Welcome Muffin & Mingle events.
Coordinate peer-to-peer meetings between new hires and LAA mentors; follow up with LAA mentors to assess new hires' performance and coach for success.
Coordinate the mandatory LAA training program; assess training needs and liaise with Learning & Development team.
Coordinate external training (e.g., Lafortune), including obtaining approvals, registering participants, and processing invoices.
Review LAAs' technical capabilities and knowledge and determine where additional guidance or support is required; ensure renewal and updates of relevant subscriptions.
Review firm communications regarding changes to procedures that directly impact LAAs; share relevant updates with LAAs and add to meeting agendas as appropriate.