Office Services Assistant

2 weeks ago


Toronto, Canada Osler, Hoskin & Harcourt LLP Full time

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Senior Manager, Facilities & Office Services, the Office Services Assistant will execute a variety of administrative tasks in support of the Office Services Department.

**Hours of Work: 10:30 AM to 6:30 PM; Monday to Friday**

**Major Responsibilities**
- Books visitor offices and issues paperwork to MAC distribution list
- Prepares Move Guide and labels for individuals moving as well as creates name plates and mailbox labels for the Toronto Office
- Works with the Office Services Team to ensure moves are executed smoothly and items moving have been tagged and signage for moves created and posted
- Ensures office/workstation are tidy, new office signage is in place and that post move deficiencies have been reported to the Supervisor’s, Office Services for scheduling
- Updates Directory and updates floor plans to reflect office/workstation changes
- Participates in space inspections as well as pre/post move inspections. Prepares inspection reports and follow’s up to ensure items noted have been rectified
- Reviews and checks vendor invoices for accuracy, matches with back up documentation, codes for payment and forwards to Sr. Manager for approval
- Complies and Submits Recoveries to Accounting
- Purchasing Osler Store and Distribution
- Maintains Purchasing and Osler Store inventory/stock levels
- Maintains e-purchasing site to update status of orders, places orders for standard purchasing requests and communicates with individuals any details of their order
- Assists with planning of department functions
- Arranges for the scanning of all hardcopy Courier Logs, Manifests, inspection logs etc. with Printing. Saves files in MCDM once scanned
- Compiles Office Services related stats and submits to the Offices Services, Sr. Manager
- Assists in Office Services (i.e. processing couriers, front window duties, monitors inbox’s and answers phones, rotation duties, placing 310 serve reports, taking security photos etc.)
- Coordinates installation of Firm artwork and maintains database/inventory spreadsheets of artwork within the Firm
- Provides administrative assistance and coverage/back-up to the Supervisors, Office Services and Technicians as needed
- Willingness to work overtime and deals with inquires on the emergency after-hours Office Services cell phone
- Perform other duties as assigned

**Position Requirements**

Education and Experience

This position requires two years experience in a Facilities Department and or enrolment in an accredited Facilities Management Course or significant administrative experience, preferably in a professional services organization. An equivalent combination of education, training and experience may be accepted.

**Knowledge and Skills**

Strong organizational skills and attention to detail with the ability to multi-task and prioritize
- Excellent analytical and problem-solving skills
- Solid writing/proofreading skills with ability to create reports and presentation materials
- Strong verbal communication and listening skills
- Superior customer service orientation with a friendly, professional manner
- Demonstrates ability to exercise good judgement and discretion; sensitivity to confidential matters is required
- Intermediate computer skills and proficiency with MS office and knowledge of Visio and SharePoint considered an asset

**Accessibility and Accommodation**

**Background and Reference Checks**

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

LI-JK1



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