Legal Operations & Practice Coordinator

Legal Operations & Practice CoordinatorImmigration | International Trade | Criminal Defence

Toronto, Ontario

Koohestani Professional Corporation, a boutique Toronto law firm with a growing practice in immigration law, international trade and business advisory matters, and criminal defence, is seeking an exceptional Legal Operations & Practice Coordinator.

This is a high-trust, client-facing role for a polished, mature, and professionally confident candidate who can become the firm’s operational right hand.

The successful candidate will work closely with the principal lawyer and help manage the daily flow of the practice, including client communications, intake, scheduling, file coordination, immigration application support, court-date coordination, billing follow-up, document management, and internal office systems.

This is not a conventional clerical assistant position. It is designed for someone who brings sound judgment, discretion, initiative, cultural intelligence, excellent communication skills, and the ability to coordinate a sophisticated boutique legal practice.

The Role

The Legal Operations & Practice Coordinator will help support matters across:

• Immigration law
• International trade and business advisory work
• Criminal defence

The role requires a candidate who can communicate professionally with clients, court staff, government offices, business owners, entrepreneurs, executives, international clients, and external stakeholders.

Key Responsibilities

• Coordinate files across immigration, international trade, and criminal defence matters
• Manage client intake, onboarding, scheduling, reminders, and follow-ups
• Support immigration applications, forms, document collection, evidence organization, and submission packages
• Track court dates, disclosure follow-ups, procedural deadlines, and client reminders
• Communicate with courts, clerks, Crown offices, government offices, consultants, and external contacts as directed
• Support communications with entrepreneurs, business owners, executives, and international clients
• Assist with retainers, billing coordination, payment follow-up, and matter opening
• Maintain organized digital files, templates, checklists, and internal workflows
• Help build professional systems as the firm grows
• Eventually assist in coordinating junior support staff, immigration assistants, reception/intake support, and external contractors

Ideal Candidate

The ideal candidate is:

• Polished, organized, discreet, and mature
• Excellent in written and verbal English communication
• Comfortable dealing with courts, professionals, business leaders, government offices, and diverse clients
• Deeply familiar with Canadian legal, business, court, professional, and institutional environments
• Calm under pressure and able to manage competing priorities
• Client-service oriented, with strong judgment and emotional intelligence
• Comfortable working with immigration, international business, and criminal defence clients
• Interested in growing into a long-term operational leadership role within the firm

Preferred Background

Experience in a law firm, legal department, executive office, professional services firm, government-facing role, court-facing environment, business advisory setting, or comparable professional environment is preferred.

Experience with immigration applications, criminal court coordination, Clio, Outlook, Adobe, QuickBooks, DocuSign, billing, or legal intake systems is an asset.

To Apply

Please submit:

• Resume
• Cover letter
• Short writing sample
• Compensation expectations
• Interview availability

Send applications to:

careers@koohlaw.ca

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.