Project Assistant - Records Management Clerk

Gowling WLG • Ottawa, ON

5d • Hybrid

About The Position

The Project Assistant / Records Management Clerk plays a key role in supporting firm-wide records management initiatives while also providing essential support across Facilities and Audio Visual (AV) operations. The role is primarily focused on records management activities, with additional responsibilities supporting conference room and boardroom technology, facilities coordination, and special projects. This position requires a highly organized, technically savvy, and service-oriented individual who is comfortable working in a fast-paced, office-based environment and who can effectively balance multiple functional responsibilities.

Requirements

• High school diploma required
• 2–3 years of experience in records management, document imaging, office services, or AV support preferred
• Strong attention to detail with a focus on accuracy and quality control
• Technically savvy with the ability to learn and support office technology quickly
• Proficiency with scanning equipment, document management systems, and AV tools
• Strong problem-solving skills and a proactive, service-oriented mindset
• Excellent organizational and time management skills
• Effective communication and interpersonal skills
• Ability to work independently and collaboratively in a team environment
• Comfortable handling confidential and sensitive materials
• Physical ability to lift and move boxes (up to 50 lbs.)

Nice To Haves

• Post-secondary education in records management, office administration, or a related field is an asset
• Experience providing technical or AV troubleshooting support is a strong asset

Responsibilities

• Prepare, scan, and index physical documents into the firm’s records management system in accordance with established protocols
• Perform detailed quality control checks to ensure accuracy, completeness, and legibility of all scanned documents
• Organize, classify, and maintain both physical and electronic records in compliance with firm policies
• Manage secure destruction of records, including shredding, in accordance with established retention schedules
• Retrieve, track, and file records (physical and digital) as requested by legal and administrative teams
• Maintain and update records databases with a high degree of accuracy
• Serve as a primary quality control resource within the scanning and imaging workflow
• Identify errors, inconsistencies, or process gaps and recommend improvements
• Support the maintenance of a high-efficiency, high-accuracy scanning and QC workflow
• Assist with documenting and updating standard operating procedures and best practices
• Provide hands-on AV support for meetings, presentations, and events in conference rooms and boardrooms
• Set up, test, troubleshoot, and maintain AV equipment to ensure meetings run smoothly
• Demonstrate strong working knowledge of ClickShare, Microsoft Teams, and Zoom, including hybrid meeting setup and support
• Act as a first point of contact for AV-related issues, providing timely troubleshooting and problem resolution
• Support users with basic technical guidance and ensure a positive meeting experience
• Monitor AV equipment functionality and report issues or needed repairs
• Be technically savvy, proactive, and solutions-focused when diagnosing and resolving AV challenges
• Provide backup support to Facilities, including meeting room setups, furniture adjustments, and coordination requests
• Assist with day-to-day office operations and respond to internal service requests as required
• Support the overall functionality and readiness of office spaces
• Assist the Records Management Manager and Office Services team with special projects, including large-scale scanning or office initiatives
• Track project progress, timelines, and assigned tasks to support timely completion
• Act as the secondary resource to the Records Management Supervisor
• Provide coverage during absences, including workflow coordination and task prioritization
• Support team productivity and continuity of operations as required
• Ensure all records management and AV support activities comply with firm policies, legal requirements, and privacy standards
• Handle sensitive and confidential information with the highest level of discretion and professionalism

Benefits

• 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top-up for 26 weeks (after 12 months of full-time employment)
• Group Retirement Savings Plan with employer matching
• Financial protection through short & long-term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED