Supervisor, Office Services and Team Support

7 days ago

Saskatoon, Canada MLT AIKINS Full time

**Supervisor, Office Services and Team Support
- MLTA-SKN-202409-055**

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 audio visual 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 3 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 10lbs as required is also a requirement of the role.

**We Offer**:

- A competitive s

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