Office Service Floater

2 weeks ago

Toronto, Ontario, Canada Davies Ward Phillips & Vineberg LLP Full time
We are currently seeking an Office Services Floater to join our Toronto office.

Reporting to the Manager, Officer Services, the Office Services Floater will assist in all office services, including but not limited to the following tasks:

Mailroom Department

  • Update and complete daily mailroom activities
  • Arrange for rush delivery or pickup of courier packages
  • Maintain a high level of confidentiality regarding incoming and outgoing material (mail, faxes, packages, etc.)
  • Record and route incoming faxes to appropriate recipients and transmit outbound faxes
  • Pick up, sort and deliver internal mail at regular daily intervals
  • Collect empty toner cartridges for recycling
  • Deliver files and boxes, as requested by Records Department
Office Services

  • Assist with fulfilling firm's office supply needs and maintaining art catalogue and schedule
  • Provide backup and support for Coordinator, Supplies and Purchasing
  • Assist Facilities personnel with tasks, including office moves and setup for new employees
  • Provide backup for firm's security system operations
  • Coordinate and perform minor office maintenance and repairs and liaise with building management and external vendors regarding cleaning activities
  • Maintain orderly and uncluttered freight elevator storage areas
Reception/Switchboard

  • Open and/or close reception area (7:30 a.m. to 6:30 p.m.)
  • Greet and escort clients to boardrooms
  • Notify appropriate staff members of arrival of clients/visitors
  • Provide backup for switchboard operators, answering phones and routing calls, as needed
  • Coordinate afterhours conference calls
  • Relay office maintenance concerns (lighting, heating, washrooms, carpets, etc.) to Office Services
  • Coordinate with Kitchen, Office Services and Boardroom Service Coordinator to ensure reception and serveries are wellmaintained and boardrooms meet audiovisual needs
Records

  • Scan records
  • Perform file retention backup
Skills/Knowledge/Experience

  • Strong verbal and written communication skills
  • Friendly, professional and confident demeanour
  • Excellent listening and interpersonal skills
  • Experience in a fastpaced, professional environment
  • Proficiency with Microsoft Office Suite
  • Organizational and time management skills to manage multiple tasks
  • Ability to work independently and handle stressful or highpressure situations
  • Ability to work overtime and on weekends during key times of the year
Please note that reception staff are required to wear a business suit/blazer when working at reception during office hours.

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