Coordinator, Legal Talent

Posted: January 14, 2022 Company: Miller Thomson LLP
Address: Postal Code:
Location: Vancouver Contact: Specialist, Recruitment
Phone: Fax:
E-mail: Website:

Miller Thomson LLP is one of Canada’s fastest growing national business law firms, with offices located in Vancouver, Calgary, Edmonton, Regina, Saskatoon, London, Kitchener-Waterloo, Guelph, Toronto, Markham, Vaughan and Montréal. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.

Our firm is looking for a Coordinator of Legal Talent to join any one of our offices!

Working under the direction of the Directors, Legal Talent, the position assists in optimizing the legal talent onboarding process through the coordination of internal and external communications, scheduling and procedures. The position serves as a point of contact for cross-departmental inquiries and aids lateral hires in acclimatizing to the Firm. The position tracks all steps of onboarding activity from offer letter through orientation and training initiatives, helping to ensure an efficient transition for all parties. Moreover, this position will assist with the performance review process for associates, including setting up the process in ViDesktop, monitoring completion rates, following-up for feedback, scheduling and preparing packages. The position works closely with the Specialist, Student Programs (ON), Specialist, Legal Talent, and the Coordinator, Talent Management offering assistance where requested.

Major Roles and Responsibilities


  • Supports full-cycle Associate recruitment;
  • Coordinates interviews and follow-ups with candidates which includes booking boardrooms/zoom links (for all national interviews) and sending meeting invite / confirmations.
  • Initiate reference checks and background security for candidates and provides report to Directors as required.
  • Prepares and sends offer letters as instructed by Recruitment Specialists.
  • Tracks reports at status of recruitment in ATS.

Firm and Practice Essentials

  • Collects and circulates all signed documentation to the appropriate internal channels, including offer letters.
  • Coordinates with the General Counsel and Risk Management Team for required client/matter conflict checks.
  • Obtains necessary Law Society information and processes related forms. Where new hires are yet to be called in the jurisdiction, confirms timeline and interim employment particulars.
  • Ensures necessary details are communicated to Finance regarding LawPro insurance coverage, Timekeeper ID creation and – where applicable – Partner monthly draw deposits.
  • Verifies Practice Specialties and billing rate with the respective Practice Group Chair and/or Director, Talent Management.
  • Confirms office location, start date, reporting structure and mentorships – as applicable – with the Practice Group Chair.
  • Liaises with Office Services, IT and Risk Management on the transfer of physical and digital files.
  • Confirms external board memberships and forwards details as appropriate.
  • Executing on all departure protocols to assist with the seamless transition of legal talent from the firm.

Hire Outreach

  • Provides onboarding questionnaire and introduction package to new hire, offering assistance and guidance in completing materials where requested.
  • Collects new hire preferences for technology and office supplies/equipment, including furniture and ergonomic requirements. Facilitates introduction between new hire and Manager, IT Support Services.
  • Confirms all necessary pre-arrival requests and acts as a point of contact for the new hire’s inquiries.

Internal Outreach

  • Initiates and tracks User Add Procedures with follow-up as required.
  • Ensures necessary details are communicated to BD & Marketing for website biography, photo shoot, external announcements and InterAction contacts.
  • Ensures necessary details are communicated to IT regarding email, telephone, tech and access requirements, and to Library for subscription passwords.
  • Coordinates with Office Services regarding physical office set up, business cards, nameplate and stamp requirements, supplies and building passes.
  • Coordinates with the Supervisor, Legal Support Services and Manager, National Document Processing for legal assistant support.
  • Facilitates UltiPro set up and Notary application – where applicable – and communicates association memberships to appropriate departments.
  • Updates eSignature details if/when required.
  • Serves as central point of contact for all internal onboarding questions.
  • Initiates incremental follow-up to ensure new hire process has gone smoothly & addresses concerns accordingly.

Orientation Schedule and Materials

  • Works with Professional Resources and/or the Practice Group Chair to assemble internal welcome announcement and gift.
  • Coordinates with the Learning Team on training requirements, including legislatively mandated and inter-departmental modules. (eg., Technology, Finance, Marketing, Library, etc.)
  • As required, coordinates subsequent and check-in meetings


  • Through the administration of ViDesktop, assists in the development of national review templates, ongoing maintenance of employee groups and provides end user technical support and training on V
  • Preparation of Performance Review related reports and documentation
  • Collaborate with ViDesktop representative to ensure appropriate level of support.
  • Liaise with others to ensure timely completion of reviews through continuous monitoring and follow-up to ensure that self-evaluations and evaluations have been completed.
  • Supports National Performance process through continuous monitoring and follow-up to ensure that self-evaluations and evaluations have been completed.
  • Post-review data collection and report preparation for Directors and Managers.
  • Exit interview data collection monthly and preparation of semi-annual reports for Director, Talent Services.

Practice and Leadership Onboarding

  • Tracks and communicates Practice Specialty transfers
  • Practice leadership updates and email distribution group changes as applicable


  • Diploma/Degree specializing in Human Resources or equivalent experience in a Coordinator role.
  • Minimum of 2 years’ experience working in a law firm environment.
  • Proven analytical skills and demonstration of sound judgment.
  • Strong organizational skills and attention to detail with the ability to prioritize multiple demands.
  • Strong verbal communication and listening skills.
  • Diplomacy, discretion and a team-oriented, flexible approach.
  • Ability to work across multiple time zones.
  • Strong computer skills and proficiency with MS Word, Excel, PowerPoint and Outlook. Knowledge of Lotus Notes and viDesktop is an asset.
  • French language proficiency is an asset.

Please note that, Miller Thomson LLP and Miltom Management LP (the “Firm”) have a COVID 19 vaccination Policy that requires all Firm members and visitors to be fully vaccinated with a COVID-19 vaccine approved by Health Canada to access our premises. Unless otherwise mentioned in the job posting, Applicants who receive a conditional offer of employment from the Firm will be required to provide a proof regarding their vaccination status in line with our policy as a condition of employment. The Firm will consider individual requests for accommodation by applicants who cannot be fully vaccinated due to medical, religious, or other grounds to the extent protected by applicable human rights legislation.

Miller Thomson LLP is an equal opportunity employer and is committed to diversity, inclusion, and accessibility.

While we thank all applicants for their interest, due to the high volume of applications we receive, we are unable to respond to queries individually and only those selected for an interview will be contacted. No phone calls or agencies please.

Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require an accommodation, please inform our Talent department of the nature of accommodation that you may require, to ensure your equal participation.