Employment

Our company, West Coast Title Search Ltd, is a Registry Services provider to lawyers and law firms. We have three locations, Vancouver, New Westminster and Victoria with just over 60 employees.

This position is within our Process Serving Department, consisting of 10 staff, located in our Vancouver office at 840 Howe Street. The Work Flow Coordinator is responsible for sorting incoming process serving work, entering client service instructions into the database, and assigning the work for service, either to our own process servers or agents.

This job requires exceptional ability to multitask. You must be fluent in English including reading, writing and speaking. You will be in regular contact with our clients, our process servers or agents we use. We are looking for someone who ideally has experience within the Process Serving area or at least within the legal profession, preferably in Litigation or Personal Injury. The successful applicant will also be very comfortable with computer programs and have excellent organizational skills.

The job is Monday to Friday, 9-5. Salary will be starting at $3,250.00 per month,. Sick time benefits after 90 days, and full medical benefits after six months, including a heath care spending account. Two weeks vacation after the first year, but earned time can be taken in the first year. Three weeks vacation after the 2nd year of employment.

For more information regarding our company and this position visit our website www.wcts.com

JOB DESCRIPTION

Process Serving Workflow Co-ordinator

The Workflow Co-ordinator is part of the Process Serving Support team. You will perform a variety of clerical and organizational tasks, following established procedure under a minimal amount of supervision. The Process Serving Coordinator, as a member of the process serving team, works towards fulfilling department goals while meeting or exceeding department standards of performance. Supervision of other staff may, or may not, be required in this position.

A. Typical Duties

1. Works towards fulfilling department goals while meeting or exceeding department standards of performance.
2.  Sort all incoming process serving work to ensure priority work is dealt with as appropriate.
3. Understanding court deadlines, make sure that our staff have knowledge of upcoming deadlines and the work is completed in this time frame.
4. Enter client service instructions in database, preparing field card and double checking entered information to ensure it is complete and correct.
5.  Delegate work for all services to Process Servers assigned areas.
6.  Respond to client inquires and / or problems, i.e. answer process serving questions and give service updates by phone or by email.
7. Prepare Affidavits of Service (AOS), and confirm the accuracy of the AOS prior to it being sworn by the Process Server.
8. As required prepare Affidavits of Attempted Service (AOA), confirm details with process server as required, and confirm the accuracy of the AOA prior to it being sworn by the Process Server.
9. Bill process serving work, ensuring that all client instructions are complied with.
10. Ensure that all work received from agents is checked and client invoices are billed and invoices are split and are sent to accounting at the end of each day, including agents invoices.
11. Prepare and submit daily and monthly reports on work volume in all areas, to the Process Serving Manager.
12. File all invoices by client name after forwarding field cards to the Process Servers and prior to service completion.
13. Ensure that all executed and commissioned affidavits are checked and client invoices are split and that all appropriate invoices are sent to accounting at the end of each day.
14.  Complete Monthly Brief Case Audits to review all files with Process Serving staff. Follow up on all system Reminders in a timely manner and review and plan for resolution of challenges or problems.
15.  File daily completed field cards, including month end filing procedures.
16.  Be familiar with Federal Court filing and service rules and maintain procedures to ensure work is handled appropriately.
17.  Distribute and balance Conduct Money Cash Fund.
18.  Train and supervise support staff on creating service requests for clients.
19.  Train and supervise support staff on preparing affidavits of service, reviewing them for errors, and billing clients.
20.  Train and supervise support staff on our email procedures
21. Be familiar with Accounts Payable and Receivable procedures to ensure invoices are completed properly.

B. Equipment Used and Software Programs:

May be asked to operate standard office equipment such as:

• 1. Computer or Thin Client using Terminal Services to access company network.
• 2. Microsoft office, Sage CRM or similar Client Relationship management software, Adobe PDF Standard and ECopy
• 3. Laser printer
• 4. Photocopier
• 5. Facsimile machine
• 6. Telephone system
• 7. Calculator
  

C. Job Specifications

1. Necessary skills and abilities

• Grade 12
• clerical aptitude, speed and accuracy
• good computer skills and/or experience
• typing skills - 60 wpm
• good telephone skills
• must be able to communicate fluently in English, including reading writing and speaking
• strong organizational skills and time management skills
• discretion (work can be of a confidential nature)

2. Additional skills and abilities

• professional attitude
• interest in legal field
• well focused / self motivated
• flexible
• quick thinking
• detail orientated
• ability to make and enforce decisions

D. Reports To:

The Administrative Assistant, Process Serving Support reports to the Vancouver Office Manager.

The Messenger is an integral part of the West Coast Team and as such must work towards fulfilling company goals while meeting or exceeding department standards of performance. The Messenger is the primary contact with clients and must present a friendly, competent and professional image of West Coast.

The Messenger performs a variety of delivery and office tasks following established procedure under a minimal level of supervision.

A. Typical Duties

• On a daily basis, attend at the clients' offices as per the runs schedule to pick up and deliver work. Ability to lift and/or carry 30 – 40 lbs of documents.
• Complete and submit necessary reports accurately and on time.
• Serve legal documents on local businesses and law firms as requested.
• Maintain a clean and tidy work environment as per a staff rotation schedule.
• Assume responsibilities for following established procedure for use of company fleet vehicles.
• Photocopy original documents
• Filing and other miscellaneous office duties.
• Miscellaneous duties and projects as assigned or requested.

B. Equipment Used

• May be asked to operate standard office equipment such as:
• Telephone system/ cell phone
• Facsimile machine
• Photocopier
• Automobile (automatic transmission)

C. Job Specifications

1. Necessary skills and abilities:

• Drivers license and good driving skills
• Good interpersonal skills
• Positive work attitude

2. Additional skills and abilities:

• Clean and tidy appearance
• Ability to work well independently and as a team member.

D. Reports To

The Messenger reports to the Messenger Coordinator for specific work or task related concerns and to the Vancouver Office Manager for all personnel type concerns.

LOOKING FOR SOMETHING DIFFERENT? No experience necessary….

Our company, West Coast Title Search Ltd, is a Legal Services provider to the legal community that has proudly served the BC Legal community since 1969

We need a bright person with excellent verbal skills and the ability to multi task. You will work with our Court Registry team in our Downtown Vancouver office.

The job involves working with law firm staff to file legal documents in BC Court registries, or search court files and get copies of documents. You will learn about different court documents and the Registry requirements needed to file them.

• We are looking for someone who may not necessarily have a lot of office experience but does have the following:
• Grade 12
• can work under pressure and wants to be a valuable team member
• enjoys being a problem-solver offering effective and timely solutions
• ability to multi-task
• ability to exercise independent judgment in solving problems
• ability to learn quickly, and retain necessary information
• has excellent verbal skills and professional manner
• Punctual and Reliable
  
  JOB DESCRIPTION
  
  Court Registry Agent: Vancouver
  
  The Vancouver Court Registry Agent works independently, and as a member of the court team, in the Vancouver Court Department following Court Services procedures, guidelines and standards of performance. The Vancouver Court Registry Agent performs a variety of complex clerical tasks under limited supervision.
  
  A. Typical Duties
  
  
  • Develops and maintains a thorough knowledge of the Court rules and the requirements of the various Departments in the Court system related to the filing of documents.
    
  • Files all Court and related documents online or in the various court registries.
    
  • Recognizes priorities within the area of court filings and ensures all documents are handled in a timely and efficient manner.
    
  • Monitors rush filings and filings which require further action in LTO or Process Serving.
    
  • Performs court searches online or in the registry and is able to get copies of requested documents for client.
    
  • Completes Court invoices electronically or manually from point of origin through billing and complete final double-check. Ensures all invoices are billed, split and reconciled once daily. Double-checks all work to ensure client requirements are met
    
  • Has telephone and email contact with clients and various court agents. Is able to deal with clients' queries or concerns in a clear, precise and professional manner.
    
  • Obtains and provides any statistical data requested by the Manager - Vancouver or Lower Mainland Land Manager(s).
    
  • Performs miscellaneous tasks and duties as requested or assigned.
    
    
    
  B. Equipment Used
  
  May be asked to operate standard office equipment such as:
  
  
  • Computer
    
  • Telephone system
    
  • Photocopier
    
  • Facsimile machine
    
  • Calculator
    
  
  C. Job Specifications
  
  1. Necessary skills and abilities
  
  - Grade 12 education
  - Clerical speed and accuracy
  - Detail-oriented
  - Ability to learn quickly and to retain necessary information
  - Ability to exercise independent judgment in solving problems
  - Ability to work well independently but also able to work well as a team
  member
  
  2. Additional skills and abilities
  
  - Good interpersonal skills
  - Self motivated
  - Professional attitude
  - Flexibility
  - Works well under pressure
  - Interest in legal field
  
  D. Reports To
  
  The Vancouver Registry Agent reports directly to the Vancouver Office Manager.