Legal Operations & Practice Coordinator
Immigration Law | International Trade | Criminal Defence
Koohestani Professional Corporation is hiring a Legal Operations & Practice Coordinator to support a growing boutique Toronto law practice across immigration law, international trade and business advisory work, and criminal defence.
This is a senior coordination and legal operations role for a highly organized, professional, client-facing candidate with strong communication skills, sound judgment, discretion, and the ability to manage a fast-paced legal office.
The successful candidate will work closely with the principal lawyer and assist with legal administration, client communication, scheduling, intake, immigration application support, court coordination, billing follow-up, document management, and office systems.
This is not a basic clerical role. We are looking for someone who can take ownership of workflow, communicate professionally with clients and institutions, and grow into a central operational role within the firm.
Key Responsibilities
Legal Administration and Practice Coordination
- Coordinate legal files across immigration, international trade, and criminal defence matters
- Maintain organized digital and physical files
- Track deadlines, court dates, client appointments, filing dates, document requests, and follow-ups
- Prepare and manage correspondence, forms, document packages, and client communications
- Assist with client intake, onboarding, matter opening, retainer coordination, and conflict-check processes
- Communicate with clients, courts, government offices, clerks, opposing counsel, consultants, and service providers
- Support the principal lawyer with scheduling, reminders, workflow management, and file progression
Immigration Law Support
- Assist with immigration applications, forms, supporting evidence, and submission packages
- Help organize refugee, work permit, study permit, visitor visa, permanent residence, and related immigration matters
- Communicate with clients regarding missing documents, deadlines, and procedural updates
- Track IRCC correspondence and file developments
- Maintain immigration checklists, document-request lists, and follow-up systems
Criminal Defence and Court Coordination
- Coordinate court dates, disclosure follow-ups, client appointments, and scheduling
- Communicate with court staff, Crown offices, clerks, and justice-sector participants as directed
- Organize disclosure, procedural updates, correspondence, and client communications
- Track set-date matters, administrative court attendances, and client reminders
- Attend courthouse or administrative court-related matters where appropriate, authorized, and within the permitted scope of the role
International Trade and Business Client Support
- Support communications involving entrepreneurs, executives, business owners, investors, and international clients
- Assist with meeting preparation, document organization, and follow-up correspondence
- Help maintain a polished and professional client experience
- Exercise discretion and cultural awareness in communications with clients from diverse professional and international backgrounds
- Support the firm’s business, trade, and cross-border advisory files
Office Operations and Financial Coordination
- Manage calendars, calls, emails, meetings, reminders, and internal workflows
- Assist with billing follow-up, invoice tracking, retainer updates, and payment reminders
- Maintain office procedures, templates, checklists, and systems
- Help organize recruitment, intake, reception, and administrative workflows as the firm grows
- Support future coordination of junior staff, immigration assistants, reception/intake support, or external contractors
Required Qualifications
- Experience in a law firm, legal department, professional office, executive office, government-facing role, court-facing role, or comparable professional environment
- Excellent written and spoken English
- Strong organizational and administrative skills
- Ability to manage deadlines, documents, calendars, client communications, and follow-ups
- Professional judgment, discretion, and comfort handling confidential information
- Strong client-service and interpersonal skills
- Proficiency with Microsoft Office, Outlook, Adobe, and digital file systems
- Ability to work in a fast-paced boutique law firm environment
Preferred Qualifications
- Immigration law experience or experience preparing immigration applications, forms, and document packages
- Criminal defence administration, court coordination, disclosure coordination, filings, or set-date experience
- Experience supporting business, trade, executive, or international clients
- Experience with Clio, Clio Grow, Lawmatics, QuickBooks, DocuSign, or similar platforms
- Experience with billing, retainers, invoice tracking, or payment follow-up
- Additional languages are an asset
- Experience coordinating junior staff, remote assistants, reception, intake support, or external contractors is an asset
Ideal Candidate
The ideal candidate is:
- Mature and professional
- Highly organized and detail-oriented
- Confident communicating with clients, courts, government offices, and professionals
- Discreet with confidential information
- Comfortable with immigration, business, international, and criminal defence clients
- Familiar with Canadian legal, business, court, and professional environments
- Able to manage competing priorities independently and with composure
- Interested in long-term growth with a boutique law firm
Growth Opportunity
This role is intended to grow with the firm. Over time, the successful candidate may help coordinate additional support staff, including immigration application assistants, intake/reception support, court coordination support, billing support, and remote legal support.
For the right candidate, this role can evolve into a senior operations, client relations, or practice management position.
Compensation
Compensation is expected to be in the range of $65,000 to $85,000 annually, commensurate with experience, professionalism, judgment, communication ability, and capacity to take ownership of firm operations.
How to Apply
Please submit:
- Resume
- Cover letter
- Short writing sample
- Compensation expectations
- Interview availability
Applications should be sent to:
[email protected]
Subject line:
Application – Legal Operations & Practice Coordinator
Selected candidates may be asked to complete a short practical exercise involving client communication, scheduling, file organization, and judgment-based scenarios.
Pay: $57,539.77-$65,000.00 per year
Application question(s):
- How many years of experience do you have in a law firm, legal department, professional services firm, executive office, or comparable professional environment?
- Briefly describe your experience with immigration files, IRCC forms, document collection, or immigration application packages.
- Have you coordinated court dates, disclosure, filings, or communications with court staff, Crown offices, or clerks? If yes, please describe.
- Describe your experience managing calendars, deadlines, client follow-ups, billing reminders, or file organization.
- What are your compensation expectations and earliest available start date?
Work Location: In person
