Annual Maintenance Coordinator in Vancouver

Clark Wilson LLP is a leading, innovative law firm in British Columbia. For over 100 years, we’ve proudly advised clients on a comprehensive range of legal issues and with over 200 professionals serving some of the most recognizable brands in the world, we’ve built a culture of collaboration, inclusivity, and excellence. As leaders in our markets, we continue to grow by fostering strong relationships, delivering exceptional service, and empowering our people to succeed.

We are seeking an Annual Maintenance Coordinator to join our Corporate Services department. This is a full-time, permanent position—ideal for individuals who are eager for growth, committed to excellence, and looking to build their career in a collaborative environment. This position is a 100% on-site role at our office in Downtown Vancouver.

What You’ll Be Doing:

• Provide clerical and administrative support for incorporations, including setting up new files, entering data in ALF, and preparing share certificates and CRA correspondence.
• Maintain and update corporate records by processing client change requests, updating contact and director information, and managing both physical and virtual files.
• Handle incoming and outgoing corporate records by scanning, organizing, packaging, and coordinating deliveries of minute books and related documents.
• Assist with accounting and administrative tasks such as submitting receipts, managing billing summaries, handling mail, scanning, couriers, and scheduling appointments.
• Support paralegals with document preparation, closings, and post-closing tasks, including formatting, indexing, creating signing packages, and setting up virtual or physical binders.

How You’ll Be a Great Fit for This Role:

• Post-secondary education in Legal Administration, Office Administration, or a related field preferred.
• Experience in a Legal Assistant or Corporate Clerk role is considered an asset.
• Strong understanding of corporate records management and related legal documentation (incorporations, annual maintenance, minute books).
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Experience with ALF (Automated Legal Forms), CMS, or similar legal databases/software is preferred.
• Excellent organizational and time management skills; able to handle multiple priorities and meet deadlines.
• Strong attention to detail and accuracy in document handling and data entry.
• Effective communication and interpersonal skills for working collaboratively with paralegals, lawyers, and administrative staff.
• Demonstrated initiative and problem-solving skills with the ability to work independently.
• Dependable, proactive, and adaptable to changing department needs.

The Exciting Extras:

• Health Coverage: Medical, dental, vision, prescriptions, paramedical services, life insurance, and overseas emergency medical care.
• Retirement Planning: RRSP matching program.
• Pregnancy & Parental Leave: Top-up benefits to 100% of salary for a portion of your leave.
• Health & Wellness Spending Account: Flexible coverage for what matters most to you—whether that’s fitness classes, an exercise bike, or your pet’s vet bills.
• Recognition: Long service bonuses and celebrations.
• Work-Life Balance: Generous vacation, bonus days, five personal days, plus a paid day off on your work anniversary.
• Community & Culture: Weekly socials, team-building events, employee appreciation week, and opportunities to give back through firm-led initiatives.
• Professional Growth: Training and resources to support your personal and career development.
• Referral Program: Generous bonuses for successful employee referrals.

Clark Wilson LLP is proud to be an equal opportunity employer. Diversity, inclusion, and respect are fundamental to our culture—we don’t just celebrate them, we rely on them to drive innovation, foster belonging, and grow together.