Client Extranet Data Administrator, EHG

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path.

Reporting to the Manager, Emerging & High Growth (EHG) Practice Support, the Client Extranet Data Administrator, EHG, oversees the setup and maintenance of client extranet sites. The role works closely with clients and with legal and administrative team members across the firm’s national EHG offices to deliver exceptional service and support.

This job posting is for an existing vacancy.

Major Responsibilities

• Use extranet templates, create and configure sites for new clients, including adding client logos, site users and configuring the dashboard
• Prepare and send engagement letters to clients relating to the set-up of the site; coordinate with Osler lawyers and clients to collect information regarding access rights
• Collect, organize, upload and keep content current, adding or removing folders that are not applicable
• Work with law clerks to obtain company records and upload them to the extranet on a regular basis
• Monitor work being performed by the EHG group and assist with the planning and organizing of day-to-day operations by regularly staying in touch with the group lawyers, to determine new content that should be uploaded to the sites
• Set up, maintain and customize security groups based on client requirements
• Collaborate with multiple stakeholders throughout the firm
• Partner with lawyers and clients to troubleshoot site issues
• Monitor site usage and provide reports to Site Content Owners, when requested, and during the yearly audit
• Assist with client inquiries regarding the sites, and their content on the sites
• Support client and internal demos of Osler WorkPlace
• Maintain up-to-date client sites by adding as well as archiving/removing content and users as required
• Other Osler WorkPlace duties, as assigned, including site creation for internal use
• Work with the Knowledge Management team to test software developments
• Support day‑to‑day EHG data administration as requested by the EHG Practice Manager and Director, including deal tracking, referral entries, and maintenance of the firm’s CRM tool, etc.
• Acting as back up support for the practice, when required
• Other related projects as assigned by EHG Practice Manager and Director

Position Requirements

Education and Experience

This position requires a university degree or college diploma in a business or social science discipline, plus one year of relevant work experience is desired. An equivalent combination of education, training and experience may be acceptable. Experience in a professional services environment is an asset.

Knowledge and Skills

• Proficient in MS Office products; comfortable with technology
• Extremely well organized with superb attention to detail
• Strong verbal and written communication skills
• A team player who also works well independently
• Disciplined execution and follow through; excellent time management skills
• Customer service oriented
• Excellent problem solving skills
• Strong ability to learn existing business practices

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 1 day per week.

Compensation

The range of expected compensation for this position is $52,000 to $65,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.

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