Team Lead, Office Services

2 weeks ago

Vancouver, Canada Miller Thomson LLP Full time

We are seeking a **Team Lead, Office Services & Facilities** to join our Team in **any of our offices**

Oversee the day-to-day operations of the Mail, Fax, Courier, Print Functions. Responsible for the day-to-day responsibilities of the facilities’ operations role. Including but not limited to: all aspects of the physical premises (lighting, air, furniture, equipment). Facilitating office moves, minor repairs to office furniture, small paint jobs, etc. Conduct weekly premises inspections to identify issues and document findings. Ensure the firm is compliant from a safety perspective. Procure and maintain inventory of firm stationery and supplies in Centralized and Decentralized stations. Provide recommendations for strategic, cost-effective solutions.

**Key Responsibilities**:

- Office Maintenance_
- Conduct and document weekly premises inspections; create and maintain daily, weekly and monthly checklists to ensure consistency in delivery of service; address all requests in a timely fashion and provide appropriate communication;
- Follow department guidelines for office moves, new hires and departures; conduct small office repairs and minor paint jobs;
- Facilitate major office repairs and maintenance with outside vendors; maintain general look of the premises; ensure office supplies are stocked regularly in the centralized and decentralized centers; inspect first aid kits and sign off on checklist; check and maintain supplies in boardrooms in the Client Centre.
- Premises-related Requests_
- Act as liaison with property management and firm members with respect to issues reported (e.g. elevator bookings, AC/heating concerns, cleaning, etc.);
- Monitor carpet issues and work with third-party service providers to address them; set up and tear down boardrooms for meetings, firm functions and other special events.
- Office Space Configuration_
- Work with Office Services & Facilities Senior Leaders to make recommendations on space planning, workspace/office improvements, building operations, energy conservation and efficiency;
- Coordinate and implement internal office moves in relation to furniture, files, office supplies, etc.; ensure new hire/move/departure checklists are followed for consistency in delivery of service.
- Health and Safety_
- Assist Chief Fire Warden and Joint Health and Safety Team to ensure that the firm is compliant; monitor bulletin boards to ensure accurate information is posted, fire safety equipment is current and documented; first aid kits stocked and documentation posted; portal information is consistently updated;
- Assist with the development and keep current all OS-related documentation; document OS trends (statistics); ensure safety issues reported via the OS Portal are documented and communicated to the JHSC; conduct ergonomic assessments, document and provide to HR;
- Use Move/Hire/Departure procedure as trigger to update Fire Warden Team and Medical Response Team lists;
- Assist manager with the organization of annual training of the Fire Warden Team and evacuation.
- Backup cover_
- Flexibility to fill in during periods of planned or unplanned absences and due to work flow in the mail/fax, courier area.
- Miscellaneous_
- Perform other related duties as required, assigned or assumed on personal initiatives.

**What you'll bring**:

- Community College.
- Completion of Facilities Management or related discipline is considered an asset.
- Software management skills eg. Document management;
- Microsoft Office, Lotus Notes, Microsoft Teams;
- Scanning and saving from various mediums;
- Copying and binding skills; mail, courier and faxing;
- Organized, detail-oriented and deadline-driven;
- Strong communication skills; invoice coding;
- Ability to lift heavy materials; handyman skills; excellent organizational skills.

**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, 4 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 offices located in Vancouver, Calgary, Edmonton, Regina, Saskatoon, London, Kitchener-Waterloo, Toronto, Markham, Vaughan and Montréal. Our consistent ability to provide practical, creative and cost-effecti

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