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canada Condominium Deposit & Billing Clerk

  • Location
    (CANADA) and Toronto
  • Job Reference
  • Functional Area/Experience
    Business, Accounting & Finance / 3 Years

Job Description & Qualifications

As a recognized national business law firm, we support, grow, and impact our communities through our work. We help entrepreneurs, companies, and professionals shape and build the Canadian economy.

When you start a career with Miller Thomson, you join a firm that puts its people first. We provide the opportunity to influence the course of your career, community, and workplace with the support and backing of a national organization. While teamwork and collaboration are hallmarks of our culture, we accept and encourage individuality. You can expect a friendly, safe, and supportive environment where your colleagues will rally around to help you succeed.

Find the spark that will propel your career to new heights. Apply today to join a firm that is dedicated to you.

We are looking for a Condominium Deposit & Billing Clerk to join one of our GTA offices.

The Condominium Deposit & Billing Clerk will be responsible for condominium deposit administration for all condominium projects on-going from time to time, including dealing with deposit cheques, incoming wires, NSF cheques and deposit releases and deposit reconciliations against bank statements. The successful candidate will:

  • Coordinate and facilitates dealings with deposits with condominium and accounting teams, including dealing with post-dated cheques and the negotiation of same.
  • Provide support to team members and communication conduit for dealing with accounting team and banking professionals in respect of condominium deposit matters.
  • Be responsible for full cycle administrative billing support to assigned lawyers.
  • Deliver billing service excellence in a timely manner with a keen attention to detail and accuracy.
  • Possess an understanding of the strategy, structures, processes, and procedures of billing administration in its relationship with the business and its activities.

Key Responsibilities:

  • Record deposit cheques, incoming wires, NSF cheques and deposit releases into project-specific Excel spreadsheets
  • Reconcile the project-specific Excel spreadsheets against bank statements for client distribution
  • Review the general ledger & sub ledger accounts as against the processed deposits
  • Organize post-dated deposit cheques received for multiple condominium projects into individual project folders
  • Diarize post-dated cheques received and process same when due, including completing deposit slips and authorizations
  • Process new agreements of purchase and sale, including entering purchaser specific information into LawyerDoneDeal
  • Complete Form 4 in respect of each deposit, facilitate delivery of Form 4 to purchasers, ensure Form 4 is filed in transaction file and the transaction file checklist is properly updated to reflect each deposit
  • Field client inquiries and provide matter specific support, as needed, to clients and third parties, to assist with practice workflow and collection and dissemination of salient information
  • Provide administrative and general office support including, but not limited to, photocopying, faxing, scanning, dealing with couriers (outgoing and incoming), as required, in respect of deposits
  • Prepare cheque requisitions, trust  receipts and other related accounting paperwork, as required in relation to the condominium group
  • Maintain files in accordance with standard procedures, including opening and closing 
  • Communicate orally and in writing with accounting team, banking professionals and condominium team regarding deposit matters, on an ongoing and repetitive basis, in order to ensure accuracy and integrity of deposit records for each condominium project at all times
  • Research, gather, analyze and summarize due diligence information pertinent to practice area
  • Other duties as required, including specialized work that is specific to specialty group
  • Review, proofread and prepare pre-bills for billing lawyer’s review and approval as per schedule and in accordance with client guidelines and firm standards.
  • Process time transfers, narrative edits and fee adjustments on pre-bills as instructed by billing lawyers.
  • Prepare and review invoices to ensure accuracy.
  • Finalize invoices and attend to distribution in accordance with client guidelines.
  • Prepare and review invoices to ensure accuracy.

What you'll bring:

  • Certificate/Diploma in an accounting program or equivalent combination of education and work experience.
  • Minimum of 3 years of related experience in accounting/bookkeeping.
  • Organizational skills required to effectively multi-task.
  • Ability to take initiative and work independently.
  • Dedication to providing quality work for the clients.
  • Client service focus.
  • Strong communication skills.
  • High accuracy and attention to detail.
  • Experience working in a very busy and deadline-driven environment.
  • Ability to work both as a team player and independently.
  • Strong Excel skills.
  • Competent in the use of Microsoft Word and Outlook.
  • Working knowledge of Aderant, an asset.
  • Competent in the use of practice-specific software, including Conveyancer and LawyerDoneDeal.

What we offer:

We believe in the importance of a Total Compensation package, ensuring our mix of salary, benefits and perks are competitive within the market as well as a work-life balance. We offer:

  • A comprehensive Benefits package that includes Health, Dental and Vision Care, Employee Assistance Program, Life Insurance, Short Term and Long Term Disability Insurance, 3+ Weeks’ Vacation and 10 Personal Days;
  • A Diverse and Inclusive Workplace;
  • A Firm matching Group Retirement Savings plan and TFSA;
  • Childcare, eldercare and family resources to support you and your family;
  • A wellness reimbursement program to foster employee well-being as well as a perks program through Perkopolis;
  • Professional development opportunities through MT Learn;
  • Flexible working options;
  • Special appreciation events/celebrations;
  • Charitable savings programs.

Who we are:

Miller Thomson LLP is one of Canada’s fastest-growing national business law firms, with ten offices across the country. 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.

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


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