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McCarthy Tetrault is a leading Canadian law firm offering a full suite of legal and business solutions to clients in Canada and around the world. With offices in Toronto, Montreal, Quebec City, Calgary and Vancouver, we provide challenging and rewarding career opportunities across the country. Recognized as one of Canada's Top 100 Employers for eleven consecutive years and one of Canada's Best Diversity Employers for fourteen consecutive years, our culture is guided by The McCarthy Way-our shared approach to working with clients and with each other.

The McCarthy Way is built on four core elements: Excellence, through attracting and developing top talent committed to delivering on our Client Commitment; Collaboration, through seamless, integrated teamwork; Inclusion, through eliminating barriers to belonging and success; and Innovation, through delivering maximum value by embracing leading-edge technologies and approaches. Together, these principles shape how we work, lead, and grow-every day.

We are recruiting for an Operations Analyst to join our team in our Toronto office. The successful candidate must have a minimum of 2-3 years of experience supporting operations, project coordination, administration, or professional services teams and will be responsible for the day-to-day operations for MT>Align. McCarthy Tetrault employees benefit from a hybrid work environment. This position is to fill an existing vacancy.

Salary Range : $61,500 - $72,000 annually

The offered salary may vary based on the candidate's job-specific knowledge, skills, and experience.

As an Operations Analyst, you will be:

Supporting the day-to-day back and mid-office operations for MT>Align, including:

• Working closely with internal stakeholders and external technology vendors (IT, Time Entry, Contractor Management, Document Management, etc.) to support the administration and ongoing use of MT>Align systems and processes.
• Assisting with the development and maintenance of process workflows and documentation to support operational efficiency.
• Identifying operational issues and escalating them as appropriate.
• Maintaining operational trackers, reporting tools, and databases.
• Maintaining accurate and up-to-date records across contractor management systems and internal databases.
• Supporting data integrity and ensuring information is accurately recorded across operational systems.
• Developing, maintaining, and continuously improving operational processes, workflows, Standard Operating Procedures (SOPs), and system controls to enhance efficiency, ensure consistency, and support the scalable growth of MT>Align.
• Supporting the implementation, testing, adoption, and continuous improvement of operational systems, technology solutions, and process enhancements.

Supporting the intake process for new contract lawyers for MT>Align, including:

• Reviewing and responding to applications and inquiries from prospective MT>Align candidates.
• Coordinating telephone, virtual, and in-person interviews with prospective contract lawyers.
• Preparing candidate materials and resumes for review.
• Reviewing resumes, pre-interview forms, and supporting documentation.
• Assisting with the preparation and maintenance of MT>Align lawyer biographies.
• Updating contractor management databases and maintaining candidate records, resumes, and supporting documentation.
• Coordinating reference checks, approvals, and supporting due diligence activities as required.

Assisting with onboarding new contract lawyers, including:

• Preparing and coordinating Master Agency Agreements (MAAs).
• Coordinating with IT and Finance to establish required system access and accounts.
• Coordinating contractor system provisioning activities, including email accounts, ClickTime, Coupa, and other required systems.
• Scheduling onboarding meetings and ensuring required documentation is completed.
• Reviewing onboarding guidelines and operational procedures with new contract lawyers.
• Ensuring contractors have the required documentation, system access, and onboarding information prior to engagement start dates.

Supporting contract lawyer training activities, including:

• Coordinating training sessions and providing support materials.
• Assisting contract lawyers with questions related to MT>Align systems, tools, processes, and operational requirements.
• Providing training and support for operational tools and systems, including ClickTime and Coupa, as required.

Supporting the process for new engagements, including:

• Preparing engagement documentation, including Mandate Engagement Forms (MEFs), Client Authorization Agreements (CAAs), and related materials.
• Ensuring contract lawyers receive the information required to successfully commence engagements.
• Updating contractor databases.
• Coordinating with Finance to ensure approved contract lawyer and client rates are accurately recorded and maintained.
• Ensuring client and matter codes are available for contractor time entry within applicable systems.
• Maintaining engagement-related records and supporting documentation.

Supporting business development and engagement activities, including:

• Assisting with the preparation of materials and communications for clients, lawyers, and internal stakeholders.
• Maintaining opportunity tracking tools, CRM systems, and internal databases.
• Assisting with the preparation of candidate profiles and supporting materials for review by leadership.
• Maintaining engagement-related information, including contractor rates and client billing information, within internal systems and trackers.
• Assisting with the preparation and maintenance of MT>Align marketing materials.
• Assisting with the preparation of materials for Regional Champion meetings and other business development initiatives.

Cultivating strong relationships with the MT>Align community:

• Contacting community members to validate availability for engagements and clear potential client conflicts.
• Scheduling interviews with contract lawyers with clients and follow up thereafter.
• Maintaining regular contact and troubleshooting issues with MT>Align community members such as systems access, client information, invoicing questions, etc.
• Setting agenda and managing communications & logistics for quarterly MT>Align community calls and in-person meetings.

Building and maintaining positive working relationships with McCarthy lawyers, MT>Align clients, contract lawyers, and internal stakeholders.

Supporting the financial processes for MT>Align, including:

• Monitoring Accounts Payable invoices submitted by contract lawyers to ensure they match hours entered into the Time Entry application.
• Validating that pre-bills prepared by Billing Analysts match the fees agreed with the client or partner.
• Monitoring collections and addressing any outstanding invoices.
• Assisting with the preparation, analysis, and reporting of operational and financial metrics, including dashboards, forecasts, and performance reporting to support business decision-making.
• Maintaining contractor and client rate information and supporting the validation of billing data to ensure accuracy and compliance with approved engagement terms.

Supporting quality control activities, including:

• Assisting with the administration and tracking of Net Promoter Score (NPS) surveys.
• racking survey responses and maintaining quality-related records.

Supporting project administration activities for contract document review projects, corporate due diligence projects, and other client engagements.

As our ideal candidate, you will distinguish yourself by the following profile:

• Post-secondary education in Business, Finance, Law, Administration, or a related field.
• Minimum 2-3 years of experience supporting operations, project coordination, administration, or professional services teams.
• Experience managing multiple priorities and supporting multiple stakeholders in a fast-paced environment.
• Experience maintaining operational processes, databases, records, or workflow-related activities.
• Experience in a legal services or professional services environment would be considered an asset.
• Tech savvy, proficiency with Microsoft Office (Outlook, Word, Excel and Powerpoint) and PDF editing software (i.e. Adobe Acrobat Pro).  Working knowledge of AI Tools such as Copilot and Claude would be considered an asset.
• Experience using Project Management, Electronic Document Management (EDM) and Client Relationship Management (CRM) systems would be an asset.
• Proficiency and experience learning and leveraging new technology.
• Demonstrated customer service mindset, ensuring the needs of clients and stakeholders are consistently supported and addressed.
• Continuous improvement mindset, with the ability to identify opportunities to improve processes and efficiencies.
• An energetic, proactive and positive approach to all activities.  Demonstrated "can do" attitude to ensure tasks and activities are managed with the utmost efficiency and effectiveness.
• Strong attention to detail, with superior word processing, spelling, proofreading and editing skills.
• Collaborative, flexible and adaptable.
• Outstanding organizational and time management skills.  Ability to prioritize multiple tasks/deadlines as they relate to projects.
• Ability to work effectively under pressure to meet quick deadlines.
• Demonstrated ability to ensure utmost confidentiality and discretion at all times.
• Ability to deliver responsibilities with speed and accuracy and manage change in a fast-paced dynamic work environment.
• Proven problem-solving skills with the ability to visualize and deliver creative solutions. 
• Ability to work independently and proceed with objectives under minimal supervision. 

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply: 

We encourage external candidates to apply online and internal applicants must apply directly through our internal careers portal on Espresso. We look forward to receiving your application.

McCarthy Tetrault utilizes artificial intelligence (AI) technology as part of our application screening process to enhance the efficiency and effectiveness of our recruitment efforts by analyzing applications to identify candidates whose qualifications and experiences align with the requirements of the position.

We thank all applicants for their interest in McCarthy Tetrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tetrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.