Supervisor, Office Services and Team Support

3 months ago

Saskatoon, Canada MLT Aikins Full time

About MLT Aikins
MLT Aikins is a full-service law firm of more than 300 lawyers and nearly 500 additional team members across the four western provinces. Named one of Canada's best law firms by the Globe and Mail, MLT Aikins is the only law firm to have offices in Winnipeg, Regina, Saskatoon, Calgary, Edmonton and Vancouver. As one of the largest firms in Canada, we have the bench strength and geographic scope to meet the increasingly complex needs of clients.
Your Next Opportunity
Would you like to be a part of Western Canada's largest law firm?
MLT Aikins has an exciting opportunity for a Supervisor, Office Services and Team Support in our Saskatoon office. Reporting to the Manager of Operations and Legal Administration, you will lead a team of Administrative Assistants, Team Support Legal Assistants and the Receptionist to provide the seamless delivery of administrative services and legal support assistance within the Saskatoon office.
Job Summary
Every day is different Working closely with team members within Saskatoon and across the firm, you will provide a great client experience through the coordination or direction of key functions such as providing team support for Legal Assistants, scanning and copy services, mail and courier services, facilities and premises support, inventory and supply maintenance, A/V set-up, and overall general office support which will include reception and administrative coverage on occasion.
**Responsibilities include**:
Maintaining service excellence through leading by example and providing coaching and performance management to members of the Office Services and Team Support team
Leading the recruitment, onboarding, training and ongoing development for team members
Acting as the first point of contact for the Manager of Operations and Legal Administration in their absence
Collaborating with the Manager of Operations and Legal Administration and the team to support event idea generation and execution
Working alongside the Manager of Operations and Legal Administration to ensure overall security measures and protocols are maintained for the office, including general safety of firm members, maintenance of confidentiality and other measures as required
Acting as a member of the firm's Joint Health & Safety Committee and act as area Fire Warden for the office
Managing the Team Support calendar and assignments
Organizing, coordinating and overseeing production (on-site and off-site) and binding of documents and scanning of files for Legal Assistants
Coordinating internal and external mail distribution, including courier services
Coordinating A/V set-up and tear down for internal meetings together with the Administrative Assistants
Providing backup and support to Reception
Maintaining all office equipment, including servicing requirements, troubleshooting and liaising with IT and external vendors as appropriate
Coordinating and code vendor invoices for products and services ordered by Office Services
Overseeing disbursement entry and coding to client files
Working with the Administrative Assistants to ensure internal visitors and new hires are set up appropriately with equipment
Overseeing and maintaining inventory of office stationery and kitchen supplies
Overseeing the maintenance and cleanliness of various firm areas within the office including: kitchen, mail room/service centre, client centre and boardrooms
Collaborating with the Manager of Operations and Legal Administration to manage relationships with landlord, security, maintenance and vendor relationships
Arranging for ongoing maintenance of office premises with landlord
Coordinating office space moves and revising floor plan accordingly
Overseeing security card, parking access and gym membership records to ensure prompt and timely activation/de-activation protocols
Coordinating furniture repairs and office touch-ups as required
**Qualifications include**:
A degree or certificate in Business Administration, Office Administration, Management, or equivalent
Minimum of three years of office services and facilities experience along with prior supervisory experience
A combination of education and experience will be considered
Exceptional client service skills with a high level of professionalism
Advanced organizational skills and the ability to handle multiple priorities
Excellent communication skills, both written and verbal
Advanced technical and troubleshooting skills
Advanced interpersonal skills with the ability to develop relationships at all levels, internally and externally
Experience working in a law firm is an asset but not required
Flexibility to work outside regular working hours on occasion in order to accommodate meetings and special events
The ability to lift more than 10 lbs as required is also a requirement of the role
**We offer**:
A competitive salary including individual performance bonus
Flexible benefit plans for dental, health and wellness benefits
Access to group savings plans and investment options

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