Supervisor, Office Services and Team Support

2 weeks ago

Winnipeg, Canada MLT AIKINS Full time

**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 Winnipeg office. Reporting to the Office Manager, you will lead a team of office services support staff to provide the seamless delivery of administrative services and legal support within the Winnipeg office.

**Job Summary**

Every day is different Working closely with team members within Winnipeg and across the firm, you will provide a great client experience through the coordination or direction of key functions such as providing 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 coverage for Office Services and Team Support positions.

**Responsibilities**
- Maintaining service excellence through leading by example and providing coaching and performance management to members of the Office Services team
- Leading the recruitment, onboarding, training and ongoing development for team members
- Alongside the Office Manager and team, assisting with event idea generation and execution
- In conjunction with Office Manager, ensuring 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 Office Services 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 audio visual set-up and tear down for internal meetings together with the Administrative Assistants
- Providing backup and support to Reception and other Office Services roles
- 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
- Along with the Office Services team, ensuring that 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
- In conjunction with Office Manager, maintaining landlord, security, maintenance and vendor relationships
- Arranging for ongoing maintenance of office premises with landlord
- Overseeing the coordination of office space moves and revision of floor plans accordingly
- Overseeing security card, parking access and gym membership records to ensure prompt and timely activation/de-activation protocols.
- Overseeing maintenance and cleanliness of various firm areas with the office including: kitchen, mail room/service centre, reception and boardrooms
- Other duties as assigned

**Qualifications and Requirements**:

- Minimum of 3 years of office services and facilities experience along with prior supervisory experience. (_Your past experience will have led you to be able to deliver exceptional client service and the ability to handle multiple priorities)_
- As this role covers many areas of responsibility, you are confident in your verbal and written communications and your ability to prioritize while engaging in a high level of professionalism
- You possess advanced organizational, technical and troubleshooting skills and are able to develop relationships at all levels internally and externally
- Experience working in a law firm is an asset but not required
- You have some flexibility to work outside regular working hours on occasion in order to accommodate meetings and special events
- The ability to lift more than 10lbs as required is also a requirement of the role

**We Offer**:

- A competitive salary
- Comprehensive coverage for health and wellness benefits
- Access to group savings plans and investment options
- Options for flexible work agreements and vacation coverage
- Growth and development opportunities
- Mentorship and support
- Ongoing job-specific training
- A positive and inclusive work environment

**Our Diversity Statement**

**Benefits**:

- Dental care
- Life insurance
- Paid time off
- Vision care

Schedule:

- 8 hour shift

Application question(s):

- Are you legally eligible to work in Canada?

**Experience**:

- office administration: 3 years (required)
- Leadership: 3 years (required)

Work Location: In person

Application deadline: 2023-05-05

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