Conflicts & Records Administrator

Posted: January 16, 2019 Company: Fasken
Address: 550 Burrard Street, Suite 2900, Vancouver, British Columbia Postal Code: V6C 0A3
Location: Vancouver Contact: Patrice Riordan
Phone: Fax:
E-mail: Website:

Conflicts & Records Administrator

Job Summary

The Conflicts & Records Administrator coordinates and supports the daily functions and operations of records management relating to clients and timekeepers as well as conflict reporting as part of the file opening process. They provide support to staff with procedural and operational records management functions, and liaise with the IT department and national records management team to continuously develop and improve records management procedures and computer software.

At Fasken, success means:

  • Knowledge of current records management technology and principles
  • Follows Law Society rules and accepted professional standards for records management in the legal industry and within the Firm
  • Proficient understanding of conflict searching and conflicts management processes
  • Proficient with computers including MS Office, Elite and database applications
  • Excellent interpersonal, verbal and written communication skills
  • Extreme accuracy and attention to detail
  • Strong negotiation, teamwork and customer service skills
  • Organization, prioritization and project management skills
  • Ability to have patience, problem solve and work in a flexible and changing environment
  • Ability to maintain a high degree of confidentiality

Primary Responsibilities:

  • Manage records dispositions ensuring that the dispositions comply with all relevant guidelines and legislation
  • Open new files and ensure they are opened in accordance with file intake and conflicts procedures, including Client Identification and Verification (CIV) rules
  • Ensure ethical walls are properly created and maintained, perform various administrative functions related to conflicts of interest checking and resolution, report conflict/ethical wall issues to the Conflicts Partner
  • Work with file closing team to ensure files are properly closed in the accounting system
  • Update and maintain conflicts database, departmental forms and templates, and lawyer master files including updating annual rate changes, title/departmental changes, departure information and the setup of new lawyers
  • Maintain safekeeping bring-forward system and critical dates diary system
  • Coordinate and provide functional supervision to records management staff; provide extra administrative support as needed, assign and review work, coach and train, monitor and evaluate performance, and recommend development opportunities
  • Collaborate with the national records management group to maintain records management policies, procedures and guidelines and to update the records management manual on the firm’s intranet site
  • Deliver training seminars on all facets of file opening to staff
  • Research new resources, test new products and assist with special projects in collaboration with the Firm’s accounting department, IT department, and national records management group
  • Perform other administrative, clerical duties as required

Required Knowledge and Experience:

  • Diploma or university degree in a related field (ie: Information Technology, Records Management, Library Science or Research)
  • Minimum of 3 years’ experience working in a records management role including one year supervisory
  • Previous experience in running conflict searches, is preferred
  • Good working knowledge of Law Society Client Identification and Verification (CIV) Rules
  • Knowledge and experience in a professional services firm (legal, accounting, consulting) with experience in a research role would be considered an asset


This role reports to the Director, Finance & Administration

Accessibility and Accommodation:

It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive.  Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

Your Application:

Candidates should submit a cover letter and resume by email to Patrice Riordan, HR Generalist:

Please note that we appreciate hearing from all qualified candidates, however, only those applicants whose background