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Central Services Coordinator

2 months ago

Edmonton, Alberta, Canada Dentons Full time

Dentons is designed to be different. Our firm leads the way in a rapidly changing legal marketplace. We challenge the status quo and deliver consistent results as well as uncompromising quality and value to our clients. Our global presence is renowned as a firm with over 21,000 individuals in more than 200 offices serving clients across 80+ countries.

Dentons Canada is committed to its people and communities. We are consistently recognized as an employer of choice having received numerous awards including being selected as one of Canada's Top 100 Employers (2024); Canada's Top Employers for Young People (2024); Alberta Top 80 Employers (2024), and Canada's Best Diversity Employers

This role is an opportunity for you to join the world's largest law firm, a firm that offers opportunities to build your career while growing your skills and deepening your expertise.

Position Overview:

The primary role of the Central Services Coordinator is to work within a team, providing high-level customer service and supporting the office with a variety of administrative functions including scanning, document management, and general office services support. The Central Services Coordinator is a key member of a busy team. The successful candidate will demonstrate initiative, a "can-do" attitude, strong communication and organizational skills, and a desire to work in and promote a client-first focused culture. Being a contributing team player as a member of the Central Services team along with work hour flexibility to accommodate business needs is essential.

Responsibilities:
Mail and Courier Services:

  • Organize, sort, and distribute incoming and outgoing mail and faxes.
  • Receive courier deliveries, handle mail pick-up and inter-office delivery, process requests for sending mail and packages, and manage outgoing faxes.
  • Coordinate with courier services for document delivery and pickup.

Reprographics:

  • Handle binding, scanning, photocopying, printing, and other document-related tasks.
  • Provide digital file scanning services.
  • Produce Closing Books in electronic and binder formats.
  • Assist with other production and reproduction duties as required.

Office Equipment Maintenance:

  • Maintain office equipment such as photocopiers, printers, and fax machines.
  • Identify problems, change toners, and arrange for service calls.
  • Operate photocopiers, printers, fax machines, and binding equipment.

Office and Hospitality Support:

  • Perform heavy lifting and movement of boxes as needed.
  • Assist with setting up boardrooms for meetings and firm functions.
  • Maintain the tidiness and general cleaning of kitchens and boardrooms, ordering, and stocking supplies.
  • Manage inventory and maintenance of office supplies.
  • Provide reception relief, including booking boardrooms, answering the switchboard, and greeting visitors.
  • Prepare workstations for new hires and assist with internal office moves.
  • Assist with office and client functions.

Client Interaction:

  • Interface with internal and external clients to provide excellent customer service.
  • Communicate job status or deadline issues with internal clients.

Additional Duties:

  • Fulfill document scanning requests and B/W and color print requests.
  • Punch and bind printed material.
  • Create custom labels for binders, tabs, file folders, and CDs.
  • Ensure accurate and timely completion of production assignments.
  • Quality-check every job to ensure client requested specifications are followed prior to delivery.
  • Perform additional tasks as required (data conversion, bookmarking, indexing, labeling, etc.).
  • Prepare labels and envelopes for single and mass mailings.
  • Assemble exhibit tabs.
  • Assist with special projects as necessary or requested.
  • Provide ongoing assistance and coverage during absences for other members of the Reception/Hospitality/Office Services team.

Qualifications:
Education:

  • Community College education or equivalent combination of work experience.

Experience:

  • 2-4 years' experience in a similar service capacity is preferred.
  • Prior work experience in mail room services, including managing courier/delivery responsibilities.
  • Minimum of one (1) year of related hospitality and office experience, including experience working as a receptionist in a professional services environment.
  • Experience gained in the hospitality sector is considered an asset.
  • Legal office experience would be an asset but is not required.
  • Experience working with document production/duplication, scanning, and printing equipment is preferred.

Skills:

  • Self-starter with superior attention to detail.
  • Excellent written and oral communication skills sufficient to provide routine information, answer inquiries, and refer calls.
  • Knowledge of general office procedures and MS Office applications.
  • Good knowledge of Microsoft Word, Excel, PowerPoint.
  • Familiarity with PDF programs (Adobe, Nuance) and Document Management systems is an asset.
  • Ability to prioritize and multi-task while handling a high volume of work.
  • Ability to work independently and function effectively as part of a team.
  • Strong interpersonal and communication skills, both oral and written.
  • Ability to meet deadlines and demonstrate initiative when required.
  • Strong organizational and time management skills.
  • Proven ability to provide high-quality customer service.
  • Ability to quickly learn and adapt to new systems and processes.
  • Knowledge of operating office equipment such as photocopiers.
  • Ability to perform physical tasks such as lifting, bending, and carrying (up to 40 lbs.).
  • Ability to handle confidential and sensitive information with discretion.
  • Confident, polished, and professional presentation.
  • Strong work ethic, "can-do" approach, and positive team attitude.
  • Proven experience in a detail-oriented and deadline-driven environment.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

At Dentons we are committed to offering equitable and competitive pay, we achieve this by aligning internal salary ranges for specific roles to similar positions in the external market. In the normal course, our practice is to hire, transfer and promote employees within the entry part of our range, adjusting as needed based on the prior experience, skills and competencies required for the role along with any market differentials.

Recognizing our exceptional talent means providing a comprehensive total rewards package beyond a competitive salary. We have curated our employee benefits portfolio to offer inclusive and comprehensive wellbeing and developmental programs for our people. With extended benefits and mental health plans, paid time off, savings plans, fitness subsidy, parental leave top up and more, our benefits are flexible, aligned to our core values and supports the various needs of our people. Additionally, our personal and professional development programs include people networks, mentorships, and leadership series programming to help people grow their career.

Note: Availability of the benefits and perks may be subject to your location and employment type and may have certain eligibility requirements. Dentons reserves the right to alter these programs and offerings in whole or in part at any time without advance notice.

Equal Opportunity Statement

At Dentons Canada, inclusion, diversity and equity (ID&E) are not just ancillary values, they are foundational to our business. We believe that ID&E is essential to the shared success of our team and our clients. Our forward-thinking and inclusive culture supports the professional development of all our people, enhances the leading services we offer to our clients, and informs our commitment to make a positive impact in the communities where we live and work. As a testament to our commitment to ID&E, we have been recognized as one of Canada's Best Diversity Employer's for 12 consecutive years , as well as one of Canada's Top Employers for Young People for the fifth time.

Dentons Canada is an equal opportunity employer and we welcome your application. All employment decisions, including hiring, will be made without regard to age, ancestry, citizenship, colour, creed, disability, ethnic origin, family status, gender assigned at birth, gender identity, marital status, place of origin, race, sexual orientation or any other characteristic protected by applicable human rights legislation.

We are committed to providing you with an inclusive, barrier-free and accessible workplace to support your success. Should you require accommodation during the recruitment process, for example as a result of a disability, please contact us at